This is a service / maintenance or supply contract in Santa Ana, California. Contact the soliciting agency for additional information.

The County of Orange, OC Public Works, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for Overhead Door, Electronic Gate and Sliding/Swinging Door Maintenance and Repair Services. The awarded Contract, (hereinafter referred to as Contract) will be between the County and awarded Bidder, (hereinafter referred to as Contractor) in accordance with the model contract terms, conditions and scope of work. This is a fully electronic solicitation - only electronic bids submitted through the County's online bidding system will be allowed; no other form of bid submittals will be accepted. Prior to submitting a bid, Bidders are advised to carefully read the instructions below, including the model contract and any solicitation attachments and/or exhibits. Question Submission Deadline:February 5, 2025, 2:00pm The Contractor shall provide maintenance and repair services for overhead doors, electronic gates and automatic sliding and swinging doors, at various County facilities County Wide. Maintenance and repair services shall be used on an On-Call basis. Service and Repair requests shall not exceed $60,000. Contractor will be required to furnish and install all new parts, materials and lubricants which meet or exceed the original equipment manufacturer's specifications for all maintenance and pre-approved additional work. Any use of parts other than those manufactured by the original equipment manufacturer shall be approved, in writing, by the Contract Manager or designee prior to utilization in specific work tasks. Contractor must maintain a reasonable supply of available parts and maintain a reasonable supply system for acquisition of additional parts either immediately or with minimal delay. Contractor shall provide the following preventive maintenance/inspection as requested that includes but is not limited to: 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 Boxes Operator Clutch Electrical Connections Reversing Devices Reversing Switches/Relays Closers Counter Thresholds Closers Hardware Additional work, or recommended repairs must be pre-approved in writing by contract manager, or designee Contractors Responsibilities Upon arrival at each site, the Contractor shall: Check in with the designated contact person on site. Evaluate the specific materials and labor required to complete the maintenance service based on manufacturers recommendations. Develop an estimate of the expected cost materials and labor. Develop potential alternatives, with costs, in case of repair verses replacements. Advise the Contract Manager or designee of the work to be performed and the estimated cost of repairs and obtain approval for additional work. Advise on-site contact person if any additional work is required and when a mechanic will return to perform said work. Proceed with the work only after authorization by the Contract Manager or designee and complete all work in accordance with the approved cost estimate. Prepare a service call report detailing the maintenance and any repair work performed and submit that report electronically to the Contract Manager or Designee The report shall include: Time of arrival Time of departure Brief summary of the request Detailed summary of the maintenance work performed Summary of any additional work or repair required or recommended Security Requirements For Probation Facilities Background checks: All Contractor personnel to be employed in performance of work under this Contract shall be subject to background checks and clearance prior to working in a Probation facility. Contractor shall prepare and submit an information form to County's Probation Department (See Attachment C - Vendor Clearance Process) for all persons who will be working or who will need access to the facilities. These informational forms shall be submitted at least five County working days prior to the start of work on the Contract or prior to the use of any person subsequent to Contractor's start of work. These information forms will be provided by County's Probation Department upon request and will be screened by County's Probation Department. These information forms shall be thorough, accurate, and complete. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance. No person shall be employed under this Contract who has not received prior clearance from the Probation. Neither County nor the Probation Department needs give a reason clearance is denied. Background appointments are to be set-up three (3) weeks in advance before starting work. Performance Requirements: All Contractor vehicles parked on site shall be locked and thoroughly secured at all times. All tools and materials shall remain in Contractor's possession at all times and shall never be left unattended. All lost or misplaced tools or materials shall be reported immediately to the security staff or Control in youth detention facilities or to the escort or Control in the Sheriff's facilities. All materials, large or small,(especially those materials that could be used to inflict injury, such as nails, wire, wood, etc.) shall be continuously cleaned up as work progresses. All work areas shall be secured prior to the end of each work period. Workers shall have no contact, either verbal or physical, with inmates in the facilities. Contractor's employees shall: Not give names or addresses to inmates; Not receive any names or addresses from inmates (including materials to be passed to another individual or inmate); Not disclose the identity of any inmate to anyone outside the facility; Not give any materials to inmates; or Not receive any materials from inmates (including materials to be passed to another individual or inmate). Immediately report all accidents, spills, damage, unusual conditions and/or unusual activities to the Control Desk. Securely close and check all gates and doors to ensure that they are tightly closed and locked. Restrict all activities to the immediate work site and adjacent assigned areas. Remain with the assigned escort at all times, unless otherwise directed by the on site coordinator. Not smoke or use profanity or other inappropriate language while on site. Contractor's employees shall not enter the facility while under the influence of alcohol, drugs or other intoxicants and shall not have such materials in their possession. Contractor's employees shall plan their activities to minimize the number of times they must enter and exit a facility. Transport all tools, equipment and materials needed for the day at the start of the work period and restrict all breaks to the absolute minimum. Failure to comply with the above requirements is a criminal act and can result in prosecution. Contractor's personnel shall: Comply with the written schedule provided by County which shall clearly show the specific start and end times for each work day. Arrive at the site no more than 15 minutes prior to the scheduled time or no more than 15 minutes after the scheduled time. Report to the control desk and sign-in log, name, date and time upon arrival at the job site. Report to the control desk and sign-out, name, and time when leaving the facility. Control will ensure that the work area is clear and ready for work to begin. If a Contractor's employee is delayed or cancellation is necessary, the designated on-site coordinator or County's Contract Coordinator or his designee should be contacted immediately. Repeat problems will be grounds for remedial action which may include Contract termination. Contractor Response Time Contractor shall comply with the following response requirements: If notified prior to 11:00 A.M., Contractor shall respond the same day and complete work within normal work hours. If notified after 11:00 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 working 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. All work shall be performed during normal working hours, i.e. 7:00 A.M. to 5:00 P.M. (except emergencies). If complete repairs cannot be completed during normal work hours, then: The door or gate shall be secured in the full-open or full-closed position at the discretion of the site Manager. Premium hours or special hours 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. No premium hours or special hours shall be performed without the express authorization of the Contract Manager or his designee (Shop Planner). Any premium hours or special hour's work performed without said express authorization will be paid only regular hourly rates. General Requirements Contractor must hold a current C-61 Limited Specialty license; D-28: Doors, Gates, and Activating Devices issued by the State of California for performance of services. Contractor shall furnish and maintain a telephone answering system with twenty-four (24) hour, seven (7) days per week service, capable of contacting and dispatching service personnel. Contractor shall provide trained and experienced mechanics. Each mechanic shall be knowledgeable and capable of diagnosing and repairing problems with both electrical and mechanical portions of overhead doors and automatic gates. Contractor shall perform all work in accordance with generally accepted industry practice for safe and efficient operation. Warranty all labor and materials used in performance of this work for a minimum of one (1) year after completion of the repairs, and when applicable, immediately initiate any corrective work needed in response to a warranty item. Special Instructions All work shall be subject to the inspection and approval of the County either by the Contract Manager or a designated representative prior to acceptance and approval for payment. Failure to provide an estimate and obtain approval before starting work or exceeding the estimate without approval will be grounds for denying payment. The County reserves the right to use alternate sources for completion of the work, to obtain competitive prices on any repair and to utilize any information obtained under this Contract relative to necessary materials and repairs it deems appropriate. Workers shall direct all inquires or requests to the Contract Manager or his designee. In order to receive payment Contractor must submit invoice(s) with the County Job (hereinafter EW) number. The EW number will be given out at the time of the service call. If an emergency the EW number will be given as soon as the EW number is created. Also the work order must be signed by facility contact. Labor Cost: The hourly rate includes all costs for the work including direct and indirect labor charges (in accordance with the established general prevailing wage rate requirements), truck, all necessary equipment, tools, overhead, travel, depreciation, other expenses and all profit. Labor hours shall be charged on the basis of actual time spent on each job, not on a portal-to-portal basis, and shall be computed to the nearest one-quarter (1/4) hour. Regular Hours are 7:00 AM - 5:00 PM, Monday through Friday After Hours (Premium Hours) are 5:01 PM - 6:59 AM, Monday through Friday Saturday, Sunday and Holiday (Special Hours) are 12:01 AM - 11:59 PM Premium hour or special hour rates will not be paid on non-emergency response requests unless specifically authorized by the Contract Coordinator at the time the request for services initiated. Additional Work: A. Upon County request, Contractor shall submit supplemental proposals for additional work covering Overhead Door, Electronic Gate and Sliding Door Maintenance and Repair Services not specifically called for under the Scope of Work of this Contract. Contractor must obtain County Project Manager's written approval for work to be performed prior to commencing any additional work. B. County reserves the right to obtain supplemental proposals for Overhead Door, Electronic Gate and Sliding Door Maintenance and Repair Services from, and use, alternate sources for completion of the additional work and to utilize the data provided under this Contract to obtain necessary services. C. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period. D. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.