Overhead Door Maintenance & Repair Services

REQUEST FOR PROPOSALS
OVERHEAD DOOR MAINTENANCE & REPAIR SERVICES
RFP #CB-2645
INTENT
It is the intent of this RFP to establish a term contract, with the possibility of multiple contractors for the
City of Abilene for City owned facilities on a scheduled and "as needed" basis. After evaluation and award
of the contract(s) the City intends to have a primary contractor with one or more backup contractors to
perform the services mentioned in the scope of work.
SCOPE OF WORK
Maintenance, repair, and installation of new equipment will include labor, parts, tools, equipment,
miscellaneous materials and supervision to facilitate the general maintenance, standard repair and
emergency repair. This contract will be for overhead doors, Bi-fold doors, gates, operators, and all
equipment associated with these systems. Contractors may bid on all types or partial types of automated
doors. All work must be performed in compliance with all applicable laws, regulations and codes. The
Contractor will be responsible for obtaining any necessary permits.
GENERAL REQUIREMENTS
The contractor shall furnish all labor, equipment, tools, parts, materials and supplies required to repair
existing systems and install new door and control systems as well as scheduled inspections/ maintenance.
This includes the provision of all replacement parts and component systems required for existing building
automated doors in accordance with all original equipment manufacturer specifications. The services
shall include, but not be limited to:
1. Standard Service, Installation of New & Repair - reactive maintenance and repair activities to
address failures or reduced downtime of automatic door systems and new installations of
automatic door systems at City owned facilities.
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2. Emergency Service & Repair - reactive maintenance and repair activities during after-hours or
weekends to address failures or reduced performance of existing automated door systems at City
owned facilities.
3. Turnkey Site Repair - (In House or Subcontractor) to return the work site to original condition,
including, but not limited to concrete, ceramic tiles, painting, sheetrock, and landscape. This
includes electrical and control wiring and termination to complete the job.
CONTACT & QUESTIONS
All questions about the meaning or intent of the Proposal, Contract Documents, including specifications
must be submitted in writing to the Purchasing Agent. Replies will be issued by addenda on the City's
website. Only questions answered by formal written addenda will be binding.
Written questions should be submitted to Melissa Gorman at melissa.gorman@abilenetx.gov. The
deadline for questions is Tuesday, August 11, 2026 at 5:00 p.m.
ADDENDA
Should specifications be revised prior to the deadline for submittals, the City's Purchasing Department
will issue an addendum addressing the nature of the change. Proposers must acknowledge the
receipt/review of the addendums as provided in the Proposal Submission. Addenda will be posted on the
City's website as they are issued. Proposers are responsible for contacting the City or checking the City's
website to determine if any addendums have been issued prior to submitting a proposal. Failure to do so
will be at the risk of the proposers and no accommodations will be made for failing to consider all
addendums.
RELEASE OF INFORMATION
Information submitted in response to this RFP will not be released by the City of Abilene during the
proposal evaluation process or prior to a contract award.
PROPRIETARY INFORMATION
All material submitted to the City becomes public property and is subject to the Texas Public Information
Act upon receipt.
If a Proposer does not desire proprietary information in the proposal to be disclosed, each page must be
identified and marked proprietary at time of submittal. The City will, to the extent allowed by law,
endeavor to protect such information from disclosure. The final decision as to information that must be
disclosed lies with the Texas Attorney General or a Court of Law.
Failure to identify proprietary information may result in all unmarked sections being deemed non-
proprietary and available upon public request.
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RESTRICTION ON COMMUNICATIONS
Proposers are prohibited from directly or indirectly communicating with City Council members regarding
their qualifications or any other matter related to the eventual award of Contract. Proposers are
prohibited from contacting City staff or committee members regarding their qualifications or the award
of a contract, unless in response to an inquiry from a staff or committee member. Any violation of this
provision may result in immediate disqualification of the Proposer from the selection process.
CONFLICT OF INTEREST DISCLOSURE REQUIREMENT
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts
or seeks to contract for the sale or purchase of property, goods, or services with a local governmental
entity (i.e. The City of Abilene) must disclose in the Questionnaire Form CIQ ("Questionnaire") the person's
affiliation or business relationship that might cause a conflict of interest with the local governmental
entity.
The Questionnaire must be filed with the Abilene City Secretary no later than seven days after the date
the person begins contract discussions or negotiations with the City, or submits an application or response
to a request for proposals or bids, correspondence, or other writing related to a potential Agreement with
the City. Updated Questionnaires must be filed in conformance with Chapter 176.
A copy of the Questionnaire Form CIQ shall be enclosed with the submittal documents. The form is
available at https://www.ethics.state.tx.us/forms/conflict/.
If you have any questions about compliance, please consult your own legal counsel. Compliance is the
individual responsibility of each person or agent of a person who is subject to the filing requirement. An
offense under Chapter 176 is a Class C misdemeanor.
NOTE: If you are not aware of a Conflict of Interest in any business relationship that you might have with
the City, use N/A in each of the areas on the form. However, the company name in #1 box and a signature
is required in the #7 box in all cases.
CERTIFICATE OF INTERESTED PARTIES FORM 1295
The successful proposer is required to complete online the Certificate of Interested Parties Form 1295 and
the form must be submitted to the Purchasing contact listed in the solicitation before the
purchase/contract will be presented to the City Council.
The form may be completed at https://www.ethics.state.tx.us/filinginfo/1295/.
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REQUEST FOR PROPOSAL TIMELINE
Deadline for questions related to request for proposal August 11, 2026 at 5:00 p.m.
Response to questions - will be posted online @: August 13, 2026 by 5:00 p.m.
Bid Postings * Abilene, TX * CivicEngage
Proposals due August 20, 2026 at 3:00 p.m.
Evaluation of proposals by City staff August 21-31, 2026
Contract approval by City Council September-October 2026
SUBMISSION AND FORMAT
Sealed proposals shall be submitted to the following address in an envelope clearly marked "RFP #2645 -
Overhead Door Maintenance & Repair Services" on the outside of the envelope. Please also include the
company name on the outside of the envelope.
City of Abilene
Attn: Purchasing
555 Walnut, Room 201A
Abilene, Texas 79601
Proposals must be submitted no later than Thursday, August 20, 2026 at 3:00 p.m. in a sealed envelope.
Proposals received after the specified date and time will not be accepted. Please submit three copies of
the proposal.
Proposal sections shall consist of the following information:
1. Statement of Qualifications - Brief history of company, how can you meet the contract
requirements
2. Staffing/Services Description - How many employees and their work experience/license
attainment; what type of services can you provide
3. Equipment List
4. Proposal Form - Exhibit B
5. Certificate of Insurance
Proposals are to be signed by an officer of the company who is authorized to bind the submitting company
to the proposal's provisions.
COST OF PROPOSALS
Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the
proposer and will not be reimbursed by the City of Abilene. Proposers shall not include any such expenses
as part of their proposals.
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EVALUATION CRITERIA
Proposals will be evaluated on, but not limited to, the following criteria:
1. Company and Staff Qualifications 25 points
2. Company Owned Equipment 5 points
3. Proposed Service Billing Proposal/Pricing 30 points
4. Company Experience History and References 15 points
5. Past Performance of Work with City of Abilene 25 points
EVALUATION & SELECTION PROCESS
Proposals will be evaluated in a fair, consistent, and objective manner based on the criteria established in
this document. Selection will be based on the submitted response and requirements identified in the RFP
and interviews, if applicable. The final recommendation will be subject to consideration and approval by
City Council.
TERM OF CONTRACT
The City of Abilene intends to award a contract for one (1) year with the option to extend for four (4)
additional one (1) year terms at the same terms and conditions.
A sample City of Abilene Services Contract is attached.
AWARD
The City of Abilene reserves the right to accept or reject any or all proposals or parts of proposals and to
waive any formalities and technicalities and to accept the proposal(s) most advantageous to the City.
The City of Abilene reserves the right to award a contract to more than one contractor, to select a
contractor for specific purposes or for any combination of specific purposes.
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EXHIBIT A
AUTOMATED DOOR AND GATE MAINTENANCE & REPAIR SERVICES
PART 1 - GENERAL
All work is to be performed according to industry standards, according to the material manufacturers'
recommendations and to the satisfaction of the City of Abilene. The Contractor will perform automated
door and gate maintenance and repairs owned by the City of Abilene as requested by the Facilities
Manager or their designee.
Contractor shall perform its services in a prompt and timely manner and under the terms of the contract.
Contractor shall make its services available during the entire contract period.
The City of Abilene offers no guarantee of any amount of work to be performed under the contract.
The failure of any Contractor to provide service when contacted may result in that Contractor's contract
being canceled. The City of Abilene shall document failure to respond, and the Contractor may not be
permitted to participate in future contracts for these services.
Service Locations
The City of Abilene owns approximately 100 locations and/or facilities. The list below is a sampling of
locations but is not complete or limited to. A full list will be provided to the awarded Contractor and
updated as needed.
* Fire Stations
* Water and Wastewater treatment plants
* Public Works buildings
* Zoo
Project Coordinators
Work performed under this contract must be authorized by the City of Abilene Facilities Division Manager
or Assistant Director of Parks and Recreation.
Response Times and Hours
Regular work hours shall be 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City Holidays.
After-hours shall be 5:00 p.m. to 8:00 a.m., Monday through Friday, and Saturday and Sunday, including
City Holidays.
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Holiday hours shall be all City observed holidays, as listed below.
New Year's Day Labor Day
Martin Luther King Day Veteran's Day
Good Friday Thanksgiving Day
Memorial Day Day after Thanksgiving
Juneteenth Christmas Eve
Independence Day Christmas Day
Non-Emergency Work
When the City requests non-emergency service, the Contractor must respond via phone call within one
business day to arrange the details of the work request. Failure to respond within this time frame will
result in the city contacting the next available contractor on the pre-approved contractor list.
Before non-emergency work can proceed, the Contractor shall furnish to the City of Abilene a report,
which shall include a scope of work, bill of materials, fixed price, and time required for completion, and
request written authorization from the City of Abilene. In the event the price of the work exceeds $50,000,
the City may be required to obtain multiple bids from other vendors to obtain the best value for the City
and be required to obtain City Council approval.
The Contractor shall be required to visit the potential job site and submit a written quote prior to the
authorization of non-emergency work, at no additional charge to the City of Abilene. The written quote
shall be provided within three (3) business days of the original request and shall include a detailed
summary in accordance with the contract rates. If the quote is accepted and the work performed, the
Contractor's invoice shall not exceed the quoted amount.
Emergency Work
When the City requests emergency service, the Contractor must be able to respond to the job site within
one (1) hour of time of the call. Inability to respond within this time frame will result in the city contacting
the next available contractor on the pre-approved contractor list.
Upon completion of the emergency service, the Contractor shall furnish to the City of Abilene a report,
which shall include a scope of work, bill of materials, fixed price, and time required for completion, and
request written acceptance from the City of Abilene.
*The contractor must provide a 24-hour contact number to be answered by a live person. Voicemail is not
acceptable.
CONTRACTOR RESPONSIBILITIES
Work Warranty/Guarantee
All labor and work provided by any Contractor pursuant to any contract that ensues from this agreement
shall be warranted or guaranteed by that Contractor for a period of time of not less than 180 days.
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Parts Warranty
Contractor shall remedy at the Contractor's expense any non-conforming or defective products and any
damage to real or personal property owned by the City when that damage is the result of a defect of
products furnished.
All parts offered shall carry the standard warranty of the manufacturer. The City shall notify the
contractor, within a reasonable period of time after the discovery of any failure, defect or damage.
If the Contractor fails to remedy any failure, defect or damage within reasonable time after receipt of
invoice, the City shall have the right to replace, repair or otherwise remedy the failure, defect or damage
at the expense of the Contractor.
Contractors Employees
The Contractor shall ensure that personnel are knowledgeable of all the requirements of these
specifications. The Contractor shall be responsible for instructing his employees in all safety measures.
Site Control
All work areas shall be secured from public access, clearly marked, and barricaded. At all times, work shall
not unreasonably interfere with ingress or egress of the building or normal operations of citizens, City
employees or vehicles. All surrounding surfaces and vegetation shall be protected from contact with any
materials used in the project.
The Contractor is solely responsible for damage to surrounding surfaces, facilities, vegetation, vehicles, or
persons caused by its materials, equipment, workers, or agents. The Contractor shall make every effort
to maintain a clean, quiet, and orderly work area throughout the term of this project. No materials or
equipment shall be left on the site when the contractor's workers are not present. The Contractor is
responsible for protecting the work from damage from any source prior to final acceptance.
Work Schedule / Response Times and Hours
The Contractor shall perform work when needed and requested, including day and night hours as well as
weekends and holidays.
Clean Up
At the completion of work, the Contractor shall completely remove all materials, supplies, debris and
rubbish and leave each area in a clean, acceptable condition.
Documentation
The contractor shall supply a sample of the checklist to be used for each inspection report along with
recommendations for frequency of inspections to include Overhead doors, Bi-fold doors, gates, and other
systems related as well as any other types of equipment that is recommended for inspection.
Documentation of parts purchased for verification of charges may be requested.
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PART 2 - CONTRACT PROVISIONS
Minimum Proposer Requirements
The Contractor shall be a full time, commercial door contractor and must provide the appropriate
certifications and licensing required. Contractors not meeting this requirement will not be considered.
General Contractors do not meet this requirement.
Possess all applicable licenses and certifications.
The Contractor shall provide evidence of his or her engagement in the overhead door business for a
minimum of three (3) years.
Demonstrate that an adequate number of employees and equipment are maintained to satisfactorily
perform scheduled and emergency services twenty-four (24) hours per day, 365 days per year; who are
skilled, responsible persons; who in a manner and character are suitable to a business administering to
the type of patronage expected by a City Contractor.
Employees who have certain criminal convictions may not be eligible to work at all City facilities.
Contractors selected to work for the city will be required to have employees cleared by the Abilene Police
Department and the Abilene Regional Airport for criminal background check and clearance. The city will
not be charged for the contractor's employees going through the background check process. The
background check is performed by the Abilene Airport and Abilene Police Department, this process may
include only allowing a certain number of applicants at a given time.
Have company vehicles all clearly marked with company name.
The Contractor shall provide references from at least five (5) commercial facilities and/or municipalities
for which work has been completed in the past twelve (12) months. References shall be indicated in the
Proposal Form - Exhibit B.
Contractor shall perform its services in a prompt and timely manner and under the terms of the contract.
Contractor shall make its services available during the entire contract period.
Contract Pricing
Cost shall include all materials, equipment and labor for standard application.
Contractor shall provide rates for: Normal Work Rates, After Hours & Weekend Rates, Holiday Rates and
scheduled inspection/ preventive maintenance work. Overtime work shall be performed only upon the
City of Abilene request. The Contractor will be compensated at the quoted hourly rates. Scheduled
inspections/ preventive maintenance shall be quoted as a set price based on the submitted checklist of
items for each inspection/ maintenance needs.
Supplies and materials shall be provided to the City of Abilene at Contractor's cost-plus markup amount.
The percentage shall be indicated on the Proposal Form - Exhibit B.
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The following shall apply to hourly rate pricing:
1. Regular time is defined as the City of Abilene's normal business hours, 8:00 a.m. to 5:00 p.m.,
Monday through Friday.
2. Overtime work shall be performed only upon the City of Abilene request by the authorized Project
Manager or their designee.
3. Holiday work shall be performed only upon the City of Abilene's request.
All hourly rates quoted must include overhead, profit, travel and all administrative costs. Trip, truck, or
fuel charges are not permitted under this contract. The Contractor may be required to have the hours
worked certified by City of Abilene personnel at the job site.
Work Authorization / Budget Estimates
The Contractor shall be required to visit the potential job site and submit a written quote prior to the
authorization of non-emergency work, at no additional charge to the City of Abilene. The quote shall be
provided within three (3) business days of the original request and shall include a detailed summary in
accordance with the contract rates. If the quote is accepted and the work is performed, the Contractor's
invoice shall not exceed the quoted amount unless previously authorized by the authorized Project
Manager or their designee.
Invoices & Payments
All payments shall be "Net 30 Days" unless otherwise specified in the proposal document. Invoices shall
be legible. Invoices shall be itemized with the minimum:
1. Location/Building
2. Location Address
3. Name of requesting Department/Division.
4. Services provided and whether emergency or non-emergency.
5. Itemized list of hours worked and name for each Contractor employee, equipment, parts,
materials provided, and price. Contractor shall provide proof of costs for material with every
applicable invoice.
6. Date services provided.
Do not include Federal Excise, State or City Sales Tax.
Pricing
Hourly labor rates shall be actual time worked at the City's job site to the nearest one-quarter hour.
Contractor delays, servicing delays, mileage, freight, parts procurement or travel time will not be accepted
or paid by the City under the terms of the agreement. Items such as, but not limited to, equipment, parts,
fixtures, and materials for City projects shall be charged to the City using a cost plus/mark up percentage
listed on the Proposal Form - Exhibit B. Any standard charges, minimum or standard service charges
should be listed on Exhibit B. Contractor must provide proof of cost with all invoices that list such item
charges.
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