Door Maintenance and Repair Services

REQUEST FOR Quote: 2027-2029 As Needed Overhead Door
Maintenance and Repair
Adam Montain (Life Safety and Security System Administrator)
Dakota County Facilities Management Department
Release Date: October 5, 2026
Quote Due Date: 12 PM October 28, 2026
Dakota County Facilities Management Department
Administration Center
1590 Highway 55
Hastings, MN 55033
For additional information please contact:
Adam Montain (Name)
Adam.Montain@co.dakota.mn.us
651-438-4351

REQUEST FOR Quote: 2027-2029 As Needed Overhead Door Maintenance and Repair ......................................... 1
TaINbTRleO DoUf CCToIOnNt AeNnDt sP ROGRAM DESCRIPTION ................................................................................................. 3
A. General Background .................................................................................................................................... 3
B. Program Description .................................................................................................................................... 3
SCOPE OF SERVICES ............................................................................................................................................. 3
A. Restrictions .................................................................................................................................................. 3
B. Addendums.................................................................................................................................................. 3
C. Plans and Diagrams .................................................................................................................................... 3
D. Site Information ........................................................................................................................................... 4
GENERAL INSTRUCTIONS FOR CONTRACTOR .................................................................................................. 6
A. Contact Person ............................................................................................................................................ 6
B. Questions ..................................................................................................................................................... 6
C. Addenda/Clarifications ................................................................................................................................. 6
D. Examination of Proposal Documents .......................................................................................................... 6
E. Pre-Contractual Expenses ........................................................................................................................... 6
F. Contract Award ............................................................................................................................................ 6
G. Public Records and Requests for Confidentiality ........................................................................................ 6
H. Joint Offers .................................................................................................................................................. 7
I. Dakota County Rights .................................................................................................................................. 7
SUBMISSION OF PROPOSAL ................................................................................................................................. 7
A. Proposal Submittal ...................................................................................................................................... 7
B. Proposal Format .......................................................................................................................................... 7
C. Proposal Contents ....................................................................................................................................... 8
TIMELINE AND BUDGET ......................................................................................................................................... 9
A. Program Timeline ........................................................................................................................................ 9
B. Budget and Payment ................................................................................................................................... 9
PROPOSAL EVALUATION CRITERIA ..................................................................................................................... 9
ATTACHMENT A: PRICING SHEET ...................................................................................................................... 10
ATTACHMENT B: STANDARD ASSURANCES ..................................................................................................... 11
ATTACHMENT C: INSURANCE TERMS ............................................................................................................... 14
ATTACHMENT D: SAMPLE CONTRACT .............................................................................................................. 16
ATTACHMENT E: NON-COLLUSION AND CONFLICT OF INTEREST STATEMENT......................................... 24
ATTACHMENT F: TRADE SECRET FORM ........................................................................................................... 25
ATTACHMENT G: COUNTY SECURITY REQUIREMENTS ................................................................................. 26
Page 2 of 26

INTRODUCTION AND PROGRAM DESCRIPTION
A. General Background
This request is to find a contractor to provide as needed maintenance and repair for Dakota County's overhead
doors. This as-needed contract will be for 3 consecutive years.
B. Program Description
Dakota County needs a contractor to provide as needed overhead door maintenance and repairs for 2027-2029.
The contractor will need to provide response based upon the following:
* Low - service when available
* Standard - Service within a week
* Urgent - Service within 1 day
* Emergency - Service within 4 hours
SCOPE OF SERVICES
The following is the labor the contractor is expected to complete as part of this contract. It does not include all the
work which may come up but covers the most common issues expected to come up. The contractor is responsible
for all the labor needed to complete the request/workorder/inspection unless it is specifically designated as being
completed by the county. The contractor is allowed to use subcontractors as needed to complete work which is
outside their company's scope. The contractor is responsible for all the work of any subcontractor they use.
* Overhead/Bi-fold door panel repair/replacement
* Overhead/Bi-fold door operator repair/replacement
* Overhead/Bi-fold door part repair/replacement
* Overhead/Bi-fold door sensor repair/replacement
* Overhead/Bi-fold door track repair/replacement
The following is a list of tasks the county is responsible for completing the contractor.
* Create access badges for all the technicians which meet the Dakota County Security requirements
(Attachment G) and have provided a picture.
* Provide information to the technicians working at Dokota County sites as needed.
* Coordinate with other Dakota County contractors when needed for equipment/services which overlap.
* Setup county network user logins for technicians which may need access to the county network.
A. Restrictions
The contracted company must have the ability to work on various makes/models of door operators the county uses.
Most of the county overhead doors use Overhead Door operators. When replacement operators are needed, a like
for like model may be used.
B. Addendums
No addendums currently.
C. Plans and Diagrams
No plans or diagrams.
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D. Site Information
The following are the sites the contractor may need to service as well as relevant information about the site.
Building Address Coiling Doors Bifold Doors Number of
Doors
Burnhaven Library/ Burnsville 1101 West County Road 42, Yes No 2
License Center (BLC) Burnsville, MN 55337
Crisis and Recovery Center 2025 Livingston Ave, West Yes No 1
(CRC) St. Paul, MN 55118
Dakota County 2860 160th Street West, Yes No 1
Communication Center Rosemount, MN 55068
(DCC)
Empire Transportation Facility 2800 160th Street West, Yes No 11
(HYE) Rosemount, MN 55068
Empire Transportation Facility 2790 160th Street West, Yes Yes 10
East (HYEE) Rosemount MN 55068
Farmington Transportation 4975 212th Street, Yes No 4
Facility (HYF) Farmington, MN 55024
Hastings Transportation 900 County Road 47, Yes No 4
Facility (HYH) Hastings, MN 55033
Historical Museum (MUS) 130 3rd Avenue North, South Yes No 2
St Paul, MN 55075
Inver Glen Library (ILC) 8098 Blaine Avenue, Inver Yes No 1
Grove Heights, MN 55077
Judicial Center (JDC) 1560 Highway 55, Hastings, Yes No 2
MN 55033
Juvenile Service Center 1600 Highway 55, Hastings, Yes No 1
(JSC) MN 55033
Lake Byllesby Dam (LBD) 30497 Harry Avenue, Cannon Yes No 1
Falls, MN 55009
Lake Byllesby Maintenance 30154 Harry Avenue, Cannon Yes No 2
Shop (LBM) Falls, MN 55009
Law Enforcement Center 1580 Highway 55, Hastings, Yes Yes 7
(LEC) MN 55033
Lebanon Hills Maintenance 740 Cliff Rd, Eagan, MN Yes No 10
Shop (LHM) 55123
Northern Service Center 1 Mendota Rd, West St Paul, Yes No 2
(NSC) MN 55118
Recycle Zone Plus (RZ) 10125 217th Street West, Yes No 10
Lakeville, MN 55044
Smart Center (SMRT) 9260 Courthouse Blvd, Inver Yes No 6
Grove Heights, MN 55077
Spring Lake Park 8500 127th St E, Hastings, Yes No 7
Maintenance Shop (SLPM) MN 55033

Wescott Library (ELC) 1340 Wescott Rd, Eagan, MN Yes No 3
55123
Western Service Center 14955 Galaxie Ave, Apple Yes No 4
(WSC) Valley, MN 55124
Whitetail Woods Regional 17100 Station Trl, Yes No 1
Park (WTW) Farmington, MN 55024
Additional Sites Acquired by TBD TBD TBD TBD
Dakota County
Page 5 of 26

GENERAL INSTRUCTIONS FOR CONTRACTOR
A. Contact Person
The Contractor's sole point of contact for this RFQ is:
Adam Montain, Life Safety and Security System Administrator
Dakota County Facilities Management Department
1590 Highway 55
Hastings, MN 55033
Adam.Montain@co.dakota.mn.us
Phone: 651-438-4351
Fax: 651-438-8455
B. Questions
Questions regarding this RFQ must be submitted by email and must be received no later than 12 PM
October 13, 2026.
Responses to the questions submitted will be posted on the County's website no later than 3 PM, October
21, 2026, at Doing Business - Request For Bids, Proposals and Information:
http://www.co.dakota.mn.us/Government/DoingBusiness/BidProposalsInformation/Pages/default.aspx
C. Addenda/Clarifications
Any revisions or modifications to the RFQ shall be made by County staff in a written addendum and
posted on the County's website at Doing Business - Request for Bids, Proposals and Information at
http://www.co.dakota.mn.us/Government/DoingBusiness/BidProposalsInformation/Pages/default.aspx.
No verbal modification will be binding.
D. Examination of Proposal Documents
By submitting an RFQ, the Contractor represents that he or she has thoroughly examined and
become familiar with the work required under this RFQ and that he or she can perform quality work
to achieve the objectives of this RFQ.
E. Pre-Contractual Expenses
Pre-contractual expenses are expenses incurred by the Contractor in 1) preparing its proposal in
response to this RFQ; 2) submitting that proposal to the County; or 3) any other expenses incurred by
the Contractor prior to the date of execution of the proposed contract. The County shall not, in any
event, be liable for any pre-contractual expenses incurred by the Contractors in the preparation of their
proposals. Contractors shall not include any such expenses as part of their proposals.
F. Contract Award
Issuance of this RFQ and receipt of proposals does not commit Dakota County to award a contract.
Dakota County reserves the right to postpone proposal review at its own convenience, to accept or
reject proposals based on evaluation of the submitted information, to accept other than the lowest cost
proposal, to negotiate with other than the selected Contractor should negotiations with the selected
Contractor be terminated, to negotiate with more than one Contractor simultaneously, or to cancel all or
part of this RFQ.
G. Public Records and Requests for Confidentiality
Pursuant to the Minnesota Government Data Practices Act, Minnesota Statutes Section 13.591, the
names of all entities that submitted a timely proposal to Dakota County will be public once opened. All
other information remains private until Dakota County has completed negotiating a contract with the
selected Responder. After a contract has been negotiated, all information received is public information
except "trade secret" information as defined in Minnesota Statutes Section 13.37. All information
submitted by a Responder therefore shall be treated as public information by Dakota County unless the
Responder properly requests that information be treated as a confidential trade secret at the time of
submitting the bid/proposal.
Any request for confidential treatment of trade secret information in a Responder's proposal must
sufficiently describe the facts that support the classification of information as confidential trade secret. The
request must include the name, address, and telephone number of the person authorized by the
Responder to answer any inquiries by Dakota County concerning the request for confidentiality. This

information shall be provided on the Trade Secret Information Form; see Attachment F. Dakota County
reserves the right to make the final determination of whether data identified as confidential trade secret by
a Responder falls within the trade secret exemption in the Minnesota Government Data Practices Act.
The envelope or mailing container of any documents submitted with the proposal that the Responder
believes contains confidential trade secret information must be clearly marked as containing confidential
trade secret information. Each page upon which trade secret information appears must be marked as
containing confidential trade secret information.
In addition to marking the documents as confidential, the Responder must submit one paper and one
digital copy of the bid/proposal from which the confidential trade secret information has been excised. The
confidential trade secret information must be excised in such a way as to allow the public to determine the
general nature of the information removed while retaining as much of the document as possible.
The Responder's failure to request confidential treatment of confidential trade secret information pursuant
to this subsection will be deemed by Dakota County as a waiver by the Responder of any confidential
treatment of the trade secret information in the bid/proposal.
Requests by the public for the release of information held by Dakota County are subject to the provisions
of the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13. Responders are
encouraged to familiarize themselves with these provisions prior to submitting a proposal.
By submitting this proposal, Responder agrees to indemnify and hold the County, its agents and
employees, harmless from any claims or causes of action relating to the County's withholding of data
based upon reliance on the representations that the information is a trade secret as defined in
Minnesota Statutes Section 13.37 and therefore is not public, including the payment of all costs and
attorney fees incurred by the County in defending such an action.
Public Data Requests can be submitted on the County's website:
https://www.co.dakota.mn.us/Government/DataPractices/Pages/default.aspx
H. Joint Offers
Where two or more Contractors desire to submit a single proposal in response to this RFQ, they should
do so on a prime-subcontractor basis rather than as a joint venture. Dakota County intends to contract
with a single firm and not with multiple firms doing business as a joint venture.
I. Dakota County Rights
County staff may investigate the qualifications of any Contractor under consideration, require
confirmation of information furnished by Contractor, and require additional evidence of qualifications to
perform the work described in this RFQ. County staff reserves the right to:
* Reject any or all proposals if such action is in the public interest.
* Cancel the entire RFQ.
* Issue a subsequent RFQ.
* Remedy technical errors in the RFQ process.
* Appoint evaluation committees to review proposals.
* Establish a short list of Contractors eligible for interview after evaluation of written
proposals.
* Negotiate with any, all, or none of the RFQ respondents; and
* Reject and replace one or more subcontractors.
This RFQ does not commit Dakota County to enter into a contract, nor does it obligate Dakota County to
pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract.
SUBMISSION OF PROPOSAL
A. Proposal Submittal
The Contractor must review the attached specifications, scope of services, and exhibits and submit one
(1) electronic copy of the proposal by 12 PM October 28, 2026, to Adam.Montain@co.dakota.mn.us.
B. Proposal Format
1. All proposals by corporations shall bear the official seal of the corporation, if applicable,
Page 7 of 26

along with the signature of a duly authorized officer of the corporation.
2. All text and exhibits should be succinct and relevant to the RFQ requirements.
C. Proposal Contents
The proposal must include, at a minimum, the following sections:
1. Letter of Transmittal
The proposal must be submitted on the firm's official business letterhead. The letter is to transmit
the proposal and must identify all materials and enclosures being forwarded collectively as a
response to this RFQ.
Include, at a minimum, the following:
a. Identification of the offering firm(s), including name, address and telephone number of
each firm.
b. Acknowledgment of receipt of RFQ addenda, if any.
c. Name, title, address, telephone, fax numbers and e-mail address of contact person
during period of proposal evaluation.
d. A statement to the effect that the proposal shall remain valid for a period of not less than
120 days from the date of submittal; and
e. Signature of a person authorized to bind the offering firm to the terms of the proposal.
2. Firm Introduction
Provide a brief company history and organizational structure of the firm including an outline of the
firm's previous and current projects demonstrating qualifications to provide the scope of services
requested by the RFQ.
3. Contractor Team Organization
In this section, state in writing or provide an organization chart showing the team members and key
personnel. Identify the team members' areas of responsibility. Provide subcontractors' company
name, address, contact person, email and telephone number if known at the time of submission.
4. Qualifications and Experience
Identify at least two similar contracts undertaken by the Contractor within the last five (5) years. For
each project, provide the client's name, address and telephone number for a contact person
currently available who is familiar with the firm's performance on each project listed. You may use
Dakota County contracts if you have done work with us in the past 5 years.
5. Work Plan and Budget for Scope of Services
The Contractor's proposal must demonstrate the Contractor's understanding of the Program and
scope of services as described herein. For this proposal assume work can begin on or shortly after
January 1, 2027. The selected Contractor will work with County to make any necessary adjustments
to the work plan as determined by the County, in consultation with the Contractor, during the
contract period. Attachment A of this RFQ must be included as part of the submitted packet.
6. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with this proposal. See
Attachment E: Non-Collusion and Conflict of Interest Statement.
7. Exceptions and Deviations
Any exceptions to the requirements in this RFQ must be included in the proposal submitted by the
Contractor. Segregate such exceptions as a separate element of the proposal under the heading
"Exceptions and Deviations."
8. Contract Terms and General Conditions
Attachment B of this RFQ sets forth the Dakota County standard Contract Terms and General
Conditions. Proposals should indicate the firm's willingness to agree to such provisions.
9. Registration and Good Standing
All responders must be in compliance with Minnesota law governing transaction of business in the
State of Minnesota. Upon award of the contract, the County will verify compliance prior to contracting.
Page 8 of 26

TIMELINE AND BUDGET
A. Program Timeline
This RFQ will be conducted according to the following tentative schedule. This tentative schedule may
be altered at any time at the discretion of County staff. The term of the contract to be awarded under
this RFQ is anticipated to be January 1, 2027, through December 31, 2029, but may be adjusted to
accommodate unforeseen delays.
1. Release: October 5, 2026
2. Questions Due: 12 PM October 13, 2026
3. Responses to Questions Posted: 3 PM October 21, 2026
4. Proposals Due: 12 PM October 28, 2026
5. Contractor Selection: November 3, 2026
6. Anticipated Contract Start Date: January 1, 2027
7. Contract End Date: December 31, 2029
B. Budget and Payment
1. Contractor Budget
A maximum amount of $175,000 will be applied to this contract. This contract will expire when
the three years have passed or the contract maximum is reached. Whichever occurs first. The
contract maximum is for all labor, materials, travel charges, etc. the contractor invoices Dakota
County.
2. Payment for Services
The contractors are to submit a line-item invoice for all work being charged to this contract. The
invoice should include the following:
* Site name with address where work was performed
* Name of Dakota County employee requesting service/inspection
* Hours of labor worked by technicians and hourly rate charged
* Number of travel charges applied to the work and rate for the travel charge
* Material cost for any materials purchased for the work
All material greater than $150 will have their own line-item indicating the part
o
number and the price per unit
* Any subcontractor used may be billed as a subcontractor line with the total.
PROPOSAL EVALUATION CRITERIA
The award shall be based on, but not limited to, the following factors:
1. Project understanding
2. Proposed Pricing
* Regular Rates will have the greatest influence on the pricing
* Material mark-up will be assessed on an estimated $5,000 per year of material to be
provided on this contract
* For the "Additional Sites Acquired by Dakota County" line on the pricing sheet, it is
recommended to type in priced based upon size of systems unless you a flat rate is
being applied in which case a specific number can be used.
Page 9 of 26

ATTACHMENT A: PRICING SHEET
The following is the pricing sheet which needs to be submitted with the other paperwork.
Service Hourly Rates: (2027) (2028) (2029)
A. Regular Rates (___am-__pm Mon-Fri): _____ _____ _____
B. Night Rates (___pm-___am): _____ _____ _____
C. Holiday Rates: _____ _____ _____
D. Weekend Rates: _____ _____ _____
E. Travel/Truck Charges: _____ _____ _____
F. Markup Percentage on Material: _____ _____ _____
Page 10 of 26