Agenda 04/23/2019 Item #16C3 (ITB #19-7516 - Atlas Door & Gate)04/23/2019
EXECUTIVE SUMMARY
Recommendation to award an Agreement for Invitation to Bid No. 19 -7516, “Overhead Doors and
Gates,” to Atlas Door & Gate, Inc., for county-wide overhead door and gate preventative
maintenance and repair services.
OBJECTIVE: To obtain on-call overhead door and gate preventative maintenance and repair services.
CONSIDERATIONS: The Facilities Management Division and Public Utilities Department are
responsible for maintaining automatic and manual gates at various Collier County owned and leased
buildings and facilities. To maintain the integrity and continuous operation of those systems, staff
solicited for services to provide on-call overhead door and gate preventative maintenance and repair
services. Historically, Facilities has sought competitive quotes for on-call overhead door and gate
preventative maintenance and repair services. Staff felt in the best interest to formally solicit for this
work.
Staff previously solicited for this service on June 6, 2018, involving Bid No. 18 -7421 for On-Call
Overhead Doors and Automatic Gates, when the Procurement Services Division issued a notice of the
Invitation to Bid to nine hundred, sixty-seven (967) vendors. Interested vendors downloaded thirty-seven
(37) bid packages and the County received one (1) bid by the August 7, 2018 due date. The County
determined that the lone bidder, MCWDCC Auto Sales & Services Corp., was neither capable nor did it
possess the expertise required by the solicitation. MCWDCC based their bid on the fact that they would
sub-contract out the work and receive the 15% markup as the material markup was 10%.
On November 9, 2018, the Procurement Services Division resolicited a second time, including a material
markup of not to exceed 20%, by issuing a notice of Invitation Bid No. 19-7516 to two thousand, one
hundred, eighty-two (2,182) vendors for On-Call Overhead Doors and Automatic Gates. Interested
vendors downloaded thirty-two (32) bid packages and the County received one (1) proposal by the
December 12, 2018 deadline. Staff determined Atlas Door and Gate, Inc., as the responsive bidder.
The bid totals listed below from the responsive vendor come from: Hourly rates for different personnel
positions (Technician, Apprentice) times a set number of hours established for competitive bidding
purposes; Services (Preventative Maintenance Unit Price Overhead Doors and Preventative Maintenance
Unit Price Automatic Gates) with a unit price; and a Material Markup percentage with a cap of 20%.
Atlas Door and Gate currently conducts work for the County under a Purchase Order (via quotes); their
hourly rates are identical to those submitted in the Bid.
Overhead Doors and Gates Bid Tabulation Table Atlas Door and Gate, Inc.
Category 1 Labor Hourly Rate/Unit Price
Technician $35.00 per hour
Apprentice $25.00 per hour
Category 2 Services
Preventative Maintenance Overhead Doors $75.00 unit
Preventative Maintenance Automatic Gates $75.00 unit
Category 3 Material Mark-Up
Material Mark-Up 20%
The agreement term is proposed for a three (3) year period commencing upon the date of Board approval.
The County may, at its discretion and with the consent of Atlas Door & Gate, Inc., renew the agreement
for two (2) additional one (1) year periods.
16.C.3
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04/23/2019
FISCAL IMPACT: Funds are available in the Division of Facilities Management Operating Budget
001-122240 and other user division cost centers. The historical annual expenditures are approximately
$100,000 per year, county-wide; however, future annual expenditures will be based on the County’s
needs and available budgets.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To award an Agreement for Invitation to Bid No. 19-7516, “Overhead Doors
and Gates,” to Atlas Door & Gate, Inc., for county-wide overhead door and gate preventative
maintenance and repair services, and to authorize the Chairman to execute the attached Agreement.
Prepared By: Linda Jackson Best, Sr. Operations Analyst, Facilities Management Division
ATTACHMENT(S)
1. 19-7516 AtlasDoorGate_Contract_VendorSigned v (PDF)
2. NORA (PDF)
3. 19-7516 Bid Tabulation (PDF)
4. 19-7516 Solicitation (PDF)
5. 19-7516 AtlasDoo&Gate_Insurance_03-08-19 (PDF)
6. Required Documents (PDF)
7. Copy of Gates OH Doors Checklist (PDF)
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04/23/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.3
Doc ID: 8281
Item Summary: Recommendation to award an Agreement for Invitation to Bid No . 19-7516,
“Overhead Doors and Gates,” to Atlas Door & Gate, Inc., for county-wide overhead door and gate
preventative maintenance and repair services.
Meeting Date: 04/23/2019
Prepared by:
Title: – Facilities Management
Name: Linda Best
03/08/2019 12:22 PM
Submitted by:
Title: Director - Facilities Management – Facilities Management
Name: Damon Grant
03/08/2019 12:22 PM
Approved By:
Review:
Grants Erica Robinson Level 2 Grants Review Completed 04/04/2019 10:32 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 03/08/2019 12:54 PM
Facilities Management Damon Grant Director - Facilities Completed 03/12/2019 11:59 AM
Public Utilities Department Dan Rodriguez Additional Reviewer Completed 03/12/2019 5:23 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 03/15/2019 9:27 AM
Procurement Services Kristofer Lopez Additional Reviewer Completed 03/18/2019 8:45 AM
Procurement Services Swainson Hall Additional Reviewer Completed 03/19/2019 9:46 PM
Procurement Services Ted Coyman Additional Reviewer Completed 03/25/2019 5:02 PM
Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 03/27/2019 7:53 AM
Public Utilities Department Sarah Hamilton Level 1 Division Reviewer Completed 03/27/2019 6:33 PM
Grants Erica Robinson Additional Reviewer Completed 03/28/2019 10:27 AM
Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 03/30/2019 5:53 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 04/02/2019 4:42 PM
Grants Carrie Kurutz Additional Reviewer Completed 04/04/2019 12:07 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 04/08/2019 8:11 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/12/2019 8:27 AM
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Budget and Management Office Ed Finn Additional Reviewer Completed 04/12/2019 10:16 AM
Grants Therese Stanley Additional Reviewer Completed 04/15/2019 10:44 AM
County Manager's Office Geoffrey Willig Level 4 County Manager Review Completed 04/15/2019 1:31 PM
Board of County Commissioners MaryJo Brock Meeting Pending 04/23/2019 9:00 AM
16.C.3
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16.C.3.aPacket Pg. 1419Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1420Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1421Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1422Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1423Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1424Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1425Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1426Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1427Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1428Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1429Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1430Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1431Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1432Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1433Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1434Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1435Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1436Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1437Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1438Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1439Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1440Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
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16.C.3.aPacket Pg. 1442Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1443Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1444Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1445Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1446Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1447Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1448Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1449Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1450Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.aPacket Pg. 1451Attachment: 19-7516 AtlasDoorGate_Contract_VendorSigned v (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and
16.C.3.bPacket Pg. 1452Attachment: NORA (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
Kristofer Lopez, Procurement
Linda Best, Operations Analyst
19-7516 Overhead Doors and Gates
Bid Tabulation
Invitations: 2182
Downloaded: 32
Submitted: 1
Personnel Positions Hours*Price Per Hour Total
Technician 2000 35.00$ $ 70,000.00
Apprentice 2000 25.00$ $ 50,000.00
*number of hours used for bidding purposes only Total:120,000.00$
Service Units*Unit Price Total
Preventative Maintenance Unit Price Overhead Doors 1000 $ 75.00 $ 75,000.00
Preventative Maintenance Unit Price Automatic Gates 1000 $ 75.00 $ 75,000.00
*number of units used for bidding purposes only Total:150,000.00$
Service Multiplier % Mark-Up Total
Material Mark-Up $ 10,000.00 20% $ 12,000.00
*Mark-up shall not exceed 30%Total:12,000.00$
Total Category 1, 2, & 3 282,000.00$
Yes No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Opened by: Kristofer Lopez, Procurement Strategist
Witnessed by: Viviana Giaramustas, Procurement Strategist
Please complete and include all applicable documents
Form 6: Vendor Substitute W – 9
Insurance and Bonding Requirements
Grant Documents
E-Verify
Form 1: Vendor’s Non-Response Statement
Form 2: Vendor Check List
Form 3: Conflict of Interest Affidavit
Form 4: Vendor Declaration Statement
Form 5: Immigration Affidavit Certification
Pricing must be all inclusive. Mark up for any parts, leased equipment, materials, equipment, etc shall not exceed 30%. Documentation of
awardees' cost must be provided with actual invoice from the supplier. Mark up for subcontractors shall be 15%. After hours will be
calculated at 1 and 1/2 time. "Normal Business" hours is defined as County business hours; Monday through Friday 7:00 am to 5:00 pm.
"After Hours" rates apply to weekends, County holidays and Monday through Friday after 5:00 pm and before 7:00 am. If a requested
service starts during Normal Business hours and extends into the After hours period, the After Hours rate shall only be charged for time
actually worked during the After Hours period.
Category 2 - Services
Category 3 - Material Mark-Up
Category 1 - Labor Atlas Door & Gate
16.C.3.c
Packet Pg. 1453 Attachment: 19-7516 Bid Tabulation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
INVITATION TO BID (ITB)
FOR
ON-CALL OVERHEAD DOORS AND AUTOMATIC GATES
SOLICITATION NO.: 19-7516
KRISTOFER LOPEZ, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8944
Kristofer.lopez@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format. Any alterations to this
document made by the Consultant may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
16.C.3.d
Packet Pg. 1454 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
SOLICITATION PUBLIC NOTICE
INVITATION TO BID (ITB) NUMBER: 19-7516
PROJECT TITLE: On-Call Overhead Doors and Automatic Gates
LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295
TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112
PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
https://www.bidsync.com/bidsync-cas/
INTRODUCTION
As requested by the Facilities Management Division (hereinafter, the “Division”), the Collier County Board of County Commissioners
Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining
bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The
vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners
Procurement Ordinance.
Historically, the County departments have spent, an average, of approximately $100,000 per year over the last three Fiscal Years.
However, future annual expenditures will be based on available budgets. All County Departments may utilize the resulting contract.
BACKGROUND
The County is responsible for maintaining automatic gates and overhead doors, at various County locations. In order to maintain the
integrity and continuous operation of these systems, the County intends to award a contract to perform preventative maintenance, routine
and emergency repair services for Overhead Doors and Gates.
The intent of this solicitation is to obtain preventative maintenance and repairs for overhead doors and automatic gate systems County wide;
in order to maintain the systems in operating condition.
TERM OF CONTRACT
The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one year renewals.
Prices shall remain firm for the initial term of this contract.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.
All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply
with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of
delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.
AWARD CRITERIA
ITB award criteria are as follows:
The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the
solicitation.
It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to
the County.
For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:
• Award bid to the lowest responsive and responsible bidders.
16.C.3.d
Packet Pg. 1455 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for
quoting, or other options that represents the best value to the County; however, it is the intent to:
• To award to vendors on a Primary/Secondary basis for work under $10,000. The secondary vendor
will be contacted if the Primary vendor is unable to meet initial request. All work over $10,000 will be
solicited to all awarded vendors.
The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.
DETAILED SCOPE OF WORK
Qualified bidders will provide preventative maintenance services, routine repair services, and urgent repair services for commercial /
residential overhead doors, automatic gates, automatic bi-fold doors and hangar doors. A list of locations is attached. The County reserves
the right to add or subtract locations as required.
The County representative or designee must use the Contractor as awarded by the resultant Contract. If the Contractor cannot provide
the requested services within the timeframe and requirements specified by the County’s representative or refuses to do the work, the
County may request quotes or bids from other vendors following the Board’s Procurement Ordinance.
Bidder(s) may also be required to conform to the County’s Work Management procedures, such as utilizing Facilities Management Work
Order Process or future online work order system, at no additional cost to the County. The Contractor will be responsible for utilizing any
systems used by the County for work order requests under this Agreement.
All bidders must provide requested certifications and licenses they hold necessary to perform the services outlined in the bid specifications.
The Contractor must be registered as a Garage Door Installation Contractor with Collier County.
The Contractor(s) shall use qualified technicians to complete all work in accordance with the requirements specified in the bid.
Maintenance and repair services will be completed during normal business hours; however, the County may request services during off-
hours, as deemed necessary by the County Representative and/or designee. Normal business hours are considered Monday through Friday
between 7:00 AM and 5:00 PM. After hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday,
Sunday or County Observed Holiday. An after-hours rate of time and one-half, will be allowed for off-hours services
PREVENTATIVE MAINTENANCE
Preventative maintenance will be requested as funds are available and/or as the County requests these services. The Contractors will
submit a time and materials proposal for the cost of the work.
The selected Contractor may not begin work until written approval or work order, and purchase order from the
County representative or designee is received.
The preventative maintenance covered by this scope of work includes (all checks or processes may not be applicable to all equipment types
or models):
Overhead Doors
1. Visual Inspection
• Observe the opening and closing of overhead doors;
• Inspect springs, pulleys, cables, etc.;
• Inspect exterior and interior tracks and wheels;
• Inspect all power connections and wires for signs of overheating; and
• Inspect physical damage.
2. Internal Operating Parameters
• Power supply voltages and connections;
• Calibrate and record all electronics to system specifications;
• Update firmware, as necessary, with customer approval (parts if required are included at no charge with full parts coverage);
• Evaluate Field Service Bulletins (FSBs) for potential updates (parts if required are included at no charge with full parts
coverage);
• Lubricate all the moving parts;
• Check cables; and
• Test the auto-reverse and safety features, if applicable.
3. External Operating Parameters
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Packet Pg. 1456 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
• System Input Voltages, all phases;
• System Input Currents, all phases;
• Test door balance;
• Inspect and replace rollers, springs, cables;
• Replace weather-stripping;
• Clear the tracks; and
• Test Urgent Evacuation Systems (EVAC), if applicable.
4. Monitoring System Parameters, if applicable
• Alarm archive review and printing;
• Alarm lamp test-local and remote, if applicable;
• Replace all open monitor bulbs;
• Inspect battery monitoring system; and
• Review battery test in history, if applicable.
5. Additional Items
• Clean dirt/dust accumulation, when possible;
• Check nuts, bolts, screws, connections for tightness and heat discoloration; and
• Operational system testing.
6. General
• Customer quarterly consultation,
• Verbal recommendations; and
• General Observations.
Automatic Gates
1. Visual Inspection
• Observe the opening and closing of Automatic Gates;
• Inspect springs, pulleys, cables, etc.;
• Inspect all power connections and wires for signs of overheating; and
• Inspect physical damage.
2. Internal Operating Parameters
• Power supply voltages and connections;
• Calibrate and record all electronics to system specifications;
• Update firmware, as necessary, with customer approval (parts if required are included at no charge with full parts coverage;
• Evaluate Field Service Bulletins (FSBs) for potential updates (parts if required are included at no charge with full parts
coverage);
• Lubricate the moving parts;
• Check cables; and
• Test the safety features, if applicable.
3. External Operating Parameters
• System Input Voltages, all phases;
• System Input Currents, all phases;
• Test door balance;
• Inspect and replace rollers, springs, cables, loop detectors;
• Replace weather stripping;
• Clear the tracks;
• Check Urgent Evaluation Systems (EVAC), if applicable; and
• Check Gate Arm Operation and Condition.
4. Monitoring System Parameters, if applicable
• Alarm archive review and printing;
• Alarm lamp test-local and remote, if applicable;
• Replace all open monitor bulbs;
• Inspect battery monitoring system; and
• Review battery test in history, if applicable.
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Packet Pg. 1457 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
5. Additional Items
• Clean dirt/dust accumulation, when possible;
• Check nuts, bolts, screws, connections for tightness and heat discoloration; and
• Operational system testing.
6. General
• Customer consultation;
• Verbal recommendations; and
• General Observations.
Following the preventative maintenance inspection, a written report / check list will be provided detailing the results of the inspection,
services completed, and making specific recommendations for future remedial action upgrades, etc.
Preventative maintenance on each unit / system is required to be completed in accordance with the manufacturer’s recommendations.
Preventative maintenance will be billed by item serviced. Actual records must be provided for payment. These records will include but
not be limited to: a summary spreadsheet for each unit serviced with the date of service and an attestation signed by the Contractor.
REPAIR SERVICES (including routine and urgent)
This section includes routine and urgent repair services for overhead doors, automatic gates, mechanical motors, and any other related
mechanical equipment and/or related work associated with overhead doors and automatic gates and the replacement of critical
components. The County representative or designee will provide a full scope of work for each overhead door and gate preventative
maintenance and remedial repair project, including the overhead door or gate type, and quantity per PM for maintenance and repairs to
all of the contractors. The Contractors will submit a time and materials proposal for the cost of the work.
The cost of the work will include all parts and labor, additional visits to deliver parts
The selected Contractor may not begin work until written approval or work order, and purchase order from the
County representative or designee is received.
Contractor may not charge for a site visit unless work is completed and approved.
• Remedial routine repairs: Once a purchase order is issued, the County representative or designee would expect that the work
commence within two (2) business days, unless otherwise directed by the County representative or designee.
• Urgent Repair Work: The County will issue a written work request for on-call repair work. The County representative or
designee would expect that the on-call service for routine repair commence within one (1) business day from the authorization
notification, unless otherwise directed by the County representative or designee. Urgent repair work shall commence within
three (3) hours from the initial work request.
• After Hours Services: The County representative or designee will identify the needed maintenance and repair and request that
work be completed within 48 hours The County representative or designee may direct the Contractor to commence work
through a written communication.
In the event when the Contractor does not fulfill these response requirements, the County reserves the right to request quotes or bids
from other vendors following the County’s Procurement Ordinance.
PRICING
Proposals should be prepared with as much itemized detail as possible to ensure a thorough and favorable evaluation. Details should
include itemized pricing for types of services including hourly rates for installation, maintenance and consultation. Parts mark-up and
discounts for both in-house and outside vendor materials shall be clearly disclosed. All other associated costs should be itemized and
priced accordingly.
ADDITIONAL SERVICES
Additional services may be required for the repair of overhead doors and gates, to include but not limited to: enlarging/reduction of
openings, concrete cutting, carpentry etc. Contractor may utilize Subcontractors to perform additional services. All subcontractor mark-
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Packet Pg. 1458 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
ups are capped at 15% over cost.
Contractor’s Responsibilities
1. On-Call Schedule: Contractor(s) awarded will provide an on-call schedule twenty-four (24) hours a day, seven (7) days per week,
365 days per year. Successful bidder(s) shall provide the County with an on-call telephone number(s) for both standard and urgent
service.
2. Scheduling: All normal maintenance, service, and repairs shall be conducted during normal working hours, Monday through Friday
between 7:00am and 5:00pm, excluding County holidays or County observed holidays. To arrange for an appointment to perform
service at a particular facility, contact the County designee at a minimum of 24 hours in advance of the work.
3. Repair Parts: All repair parts must be approved and be of genuine and original manufacturer's parts. The Contractor(s) will be
required to provide proof of the Original Manufacturer’s parts through providing invoices or photographs at the time of invoice
submission.
The Contractor(s) shall be required to expressly warrant that all parts are new and free from defects, warranted for their
merchantability and meet the performance specifications of the original equipment. In the event a portion, or all of an order, is
found to be defective when delivered and/ or installed, the Contractor shall immediately replace the equipment at no cost to the
County.
4. Additions and Deletions of Equipment: The County retains the right to add or to delete any equipment and/or locations from
service provided under this Contract as described herein, upon written notification by the County designee to the Contractor, without
needing additional Board approval.
5. Records and Documentation: The Contractor(s) is responsible to maintain and update records for each type of equipment serviced.
The documentation will include, and not be limited to, records of all service calls, preventative maintenance performed, and any
system modifications, if applicable. The Contractor(s) will not charge for any call back work.
• When submitting a “time and material” invoice for projects, the Contractor shall provide:
A Purchase order number, work request number, date, location and description of the work performed.
An itemized breakdown of labor time spent by the Contractor's employees (number of hours times hourly rate), and
supplies, parts, and equipment used (cost plus percentage mark-up).
The itemized breakdown will reflect rates provided in the bid schedule.
The number of hours worked and billing rate by position (company (or subcontractor) timekeeping or payroll records
will not be required). Hourly time will be paid only for actual time at the worksite.
Backup documentation and receipts/invoices for any supply, material, parts, equipment rental, subcontractor charges
and other documentation for the project.
Ancillary charges may be transferred to the County in the actual amount; however, mark-ups will not be allowed.
Mark-ups will not be allowed on sales tax, consumer fees or taxes, use and other similar taxes, or fees associated with
any work under this Agreement.
Administrative hours for quoting, invoicing, providing back-up and supporting documentation will not be allowed and
should be incorporated into the bid pricing.
6. Inspections: The County and the Contractor(s) may conduct an inspection of the completed services provided in response to any
resulting purchase order. Any deficiencies noted during an inspection shall be corrected before final acceptance. Such deficiencies
will be corrected within 24 hours after receipt of notification (or next business day) at the Contractor’s expense.
Final Acceptance by County: The County shall consider the work complete when the Contractor has completed in its entirety all
of the work associated to the Purchase Order, and the County has accepted all of the work and notified the Contractor in writing that
the work is complete. Once the County has approved and accepted the work, Contractor shall be entitled to payment in accordance
with the Contract requirements.
7. Equipment Inventory: The Contractor(s) shall, under no circumstances, remove any equipment containing a County asset sticker.
The Contractor(s) shall request that, when replacing equipment, the asset sticker be removed by an appropriate County staff member
authorized to adjust equipment inventory records.
8. Facility Safety and Security: Work must be performed in accordance with industry standards and guidelines. The Contractor(s)
will comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of the
services requested herein. Any deductions levied due to inadequacies, or failure to comply with any requirements, will be the sole
responsibility of the Contractor(s). Any employee or representative of the Contractor(s) found not in conformance with any laws,
16.C.3.d
Packet Pg. 1459 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
statutes, rules or regulations will not be allowed on job sites. Violations by a Contractor may constitute cause for immediate
termination of the Agreement. The Contractor(s) shall replace or repair any loss at their cost. The County may withhold payment
or make such deductions as it may deem necessary to insure reimbursement for loss or damage to property or persons through
negligence of the Contractor and its employees.
The Contractor(s) must comply with Federal and State right-to-know laws if hazardous materials are used. Material Safety Data
Sheets (MSDS) will be made available and provided to the County per the County Representative’s direction. The Contractor is
required to immediately report to the County Representative or designee any spillage or dumping of hazardous material on County
property. The Contractor shall bear all costs associated with the cleanup of any such incidents.
The successful Contractor(s) will be asked to work in the Collier County Sheriff Office Correctional Facilities and other areas
considered “high security”, which require thorough background checks of personnel and tools taken into such Facilities.
16.C.3.d
Packet Pg. 1460 Attachment: 19-7516 Solicitation (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.e
Packet Pg. 1461 Attachment: 19-7516 AtlasDoo&Gate_Insurance_03-08-19 (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.ePacket Pg. 1462Attachment: 19-7516 AtlasDoo&Gate_Insurance_03-08-19 (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1463Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1464Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1465Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1466Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1467Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1468Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1469Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
16.C.3.fPacket Pg. 1470Attachment: Required Documents (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
#Overhead Garage Doors
1.
2.
3.
4.
5.
*
*
*
RECOMMENDATIONS FOR REPAIRS: (Include cost estimates. Continue on separate sheet if needed)
Date:
Internal Operating Parameters
• Power supply voltages and connections;
• Calibrate and record all electronics to system specifications;
• Update firmware, as necessary, with customer approval (parts if
required are included at no charge with full parts coverage);
• Evaluate Field Service Bulletins (FSBs) for potential updates (parts if
required are included at no charge with full parts coverage);
• Lubricate all the moving parts;
• Check cables;
• Test the auto-reverse and safety features, if applicable .
Visual Inspection
• Observe the opening and closing of overhead doors;
• Inspect springs, pulleys, cables, etc.;
• Inspect exterior and interior tracks and wheels;
• Inspect all power connections and wires for signs of overheating;
• Inspect physical damage.
External Operating Parameters
• System Input Voltages, all phases;
• System Input Currents, all phases;
• Test door balance;
• Inspect and replace rollers, springs, cables;
• Replace weather-stripping;
• Clear the tracks; and
• Test Urgent Evacuation Systems (EVAC), if applicable.
Monitoring System Parameters, if applicable
• Alarm archive review and printing;
• Alarm lamp test-local and remote, if applicable;
• Replace all open monitor bulbs;
• Inspect battery monitoring system; and
• Review battery test in history, if applicable.
Signature:
At all times, contractor is responsible to maintain a safe working environment, and compliance with any applicable OSHA and
Collier County Risk safety standards.
Collier County Overhead Garage Doors Preventative Maintenance Inspection Checklist
Date of Inspection:
Contractor's Representative:
Facility Name:
Address:
Inspection checklist to be used in conjunction with the Manufacturer's written instructions for preventative maintenance.
Per site visit, Contractor must provide a minimum of three photos (before, during, after) of the Overhead Doors being serviced.
REMARKSINSPECTION*
Additional Items
• Clean dirt/dust accumulation, when possible;
• Check nuts, bolts, screws, connections for tightness and heat
discoloration; and
• Operational system testing .
• Customer consultation
• Verbal and written recommendations; and
• General Observations.
16.C.3.g
Packet Pg. 1471 Attachment: Copy of Gates OH Doors Checklist (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)
# of Gates
1.
2.
3.
4.
5.
*
*
*
RECOMMENDATIONS FOR REPAIRS: (Include cost estimates. Continue on separate sheet if needed)
Date:
Date of Inspection:
Collier County Automatic and Manual Gate Preventative Maintenance Inspection Checklist
Facility Name:
Address:
INSPECTION*REMARKS
Visual Inspection
• Observe the opening and closing of Automatic Gates;
• Inspect springs, pulleys, cables, etc.;
• Inspect all power connections and wires for signs of overheating; and
• Inspect physical damage.
Internal Operating Parameters
• Power supply voltages and connections;
• Calibrate and record all electronics to system specifications;
• Update firmware, as necessary, with customer approval (parts if
required are included at no charge with full parts coverage;
• Evaluate Field Service Bulletins (FSBs) for potential updates (parts if
required are included at no charge with full parts coverage);
• Lubricate the moving parts;
• Check cables; and
• Test the safety features, if applicable.
Contractor's Representative:Signature:
External Operating Parameters
• System Input Voltages, all phases;
• System Input Currents, all phases;
• Test door balance;
• Inspect and replace rollers, springs, cables, loop detectors;
• Replace weather stripping;
• Clear the tracks;
• Check Urgent Evaluation Systems (EVAC), if applicable; and
• Check Gate Arm Operation and Condition.
Monitoring System Parameters, if applicable
• Alarm archive review and printing;
• Alarm lamp test-local and remote, if applicable;
• Replace all open monitor bulbs;
• Inspect battery monitoring system; and
• Review battery test in history, if applicable.
Additional Items
• Clean dirt/dust accumulation, when possible;
• Check nuts, bolts, screws, connections for tightness and heat
discoloration; and
• Operational system testing .
• Customer consultation
• Verbal and written recommendations; and
• General Observations.
Inspection checklist to be used in conjunction with the Manufacturer's written instructions for preventative maintenance.
At all times, contractor is responsible to maintain a safe working environment, and compliance with any applicable OSHA and
Collier County Risk safety standards.
Per Site Visit, Contractor must provide a minimum of three photos (before, during, after) of the Gates being serviced.
16.C.3.g
Packet Pg. 1472 Attachment: Copy of Gates OH Doors Checklist (8281 : Recommendation to Award ITB No 19-7516 for Overhead Doors and Gates)