Overhead Bay Door Maintenance Services

REQUEST FOR PROPOSALS
OVERHEAD BAY DOOR MAINTENANCE
AND SERVICES
RFP # 269.2026.182
CITY OF CHARLOTTE
NORTH CAROLINA
APRIL 06, 2026

REQUEST FOR PROPOSALS
RFP # 269.2026.182
Overhead Bay Door Maintenance and Service
April 06, 2026
Interested Company:
The City of Charlotte, North Carolina, is now accepting Proposals for Overhead Bay Door Maintenance and Service.
The requirements for submitting a Proposal are stated in the attached Request for Proposals (the "RFP"). Please
review them carefully.
The City of Charlotte is using the Bonfire e-Procurement Portal ("Procurement Portal" -
https://charlottenc.bonfirehub.com) to accept and evaluate proposals for this RFP. Proposals must be submitted
electronically through the Procurement Portal on or before the Due Date in order to be accepted.
A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions
regarding the Services will be held on April 22, 2026 at 9 a.m. No onsite meeting will be held and Service Provider(s)
should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not
mandatory, all interested Service Provider(s) are encouraged to participate.
Join: https://teams.microsoft.com/meet/25157005330597?p=C1PssErchHugUakURq
Meeting ID: 251 570 053 305 97
Passcode: 2hb7S82L
Need help? | System reference
Dial in by phone
+1 872-256-4172,,729755572# United States, Chicago
Find a local number
Phone conference ID: 729 755 572#
Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are
due no later than April 30, 2026 at 3 p.m.
The City is an equal opportunity purchaser.
Sincerely,
Robert Andrews
ProcurementOfficer

Checklist for submitting a Proposal:
Step 1 Read the document fully.
Step 2 Review the solicitation timeline and upcoming events in the Procurement Portal and download copies
of any documents if you plan to submit a Proposal.
Step 3 (Optional) Submit any questions via the Procurement Portal by the deadline(s) noted for the
solicitation.
Step 4 Conduct a thorough review of the Sample Contract. Any exceptions to the Sample Contract must be
uploaded in word format (with redlines/tracked changes)
Step 5 Monitor the Procurement Portal for any addendums and/or responses to questions.
If you plan to submit a Proposal, you must submit all required documents and respond to all questions within the
Procurement Portal for the RFP.
If awarded a contract, your company will be required to provide an insurance certificate(s) that meets or exceeds
the requirements set forth in the Sample Contract.

Table of Contents
TABLE OF CONTENTS
1. INTRODUCTION. ............................................................................................................... 2
1.1. OBJECTIVE. ....................................................................................................................... 2
1.2. DEFINITIONS. ..................................................................................................................... 2
1.3. ACCURACY OF RFP AND RELATED DOCUMENTS. ........................................................................ 5
1.4. CITY'S RIGHTS AND OPTIONS. ............................................................................................... 5
1.5. EXPENSE OF SUBMITTAL PREPARATION. ................................................................................... 5
1.6. PROPOSAL CONDITIONS. ...................................................................................................... 6
2. PROCUREMENT PROCESS. .............................................................................................. 11
2.1. SCHEDULE AND PROCESS. ................................................................................................... 11
2.2. INTERPRETATIONS AND ADDENDA. ....................................................................................... 11
2.3. PRE-PROPOSAL CONFERENCE. ............................................................................................. 11
2.4. SUBMISSION OF PROPOSALS. .............................................................................................. 12
2.5. CORRECTION OF ERRORS. ................................................................................................... 12
2.6. EVALUATION. .................................................................................................................. 12
2.7. CONTRACT AWARD BY COUNCIL. ......................................................................................... 12
2.8. VENDOR INCLUSION. ......................................................................................................... 12
3. SCOPE OF OVERHEAD BAY DOOR MAINTENANCE AND SERVICE. .................................... 13
4. PROPOSAL CONTENT AND FORMAT. .............................................................................. 16
4.1. PROPOSAL CONTENT. ........................................................................................................ 16
5. PROPOSAL EVALUATION CRITERIA. ................................................................................ 17

Section 1
Introduction and General Information
1. INTRODUCTION.
1.1. Objective.
The objective of this RFP is to solicit Proposals that will enable the City to determine which Company
and Proposed Solution will best meet the City's needs for the Services detailed in the Scope of Work.
The Company shall provide maintenance and repair services for approximately 250 sectional, rollup,
rolling steel doors, rolling and bi-fold (cable and strap) hangar doors, rolling grills, and commercial fire
doors located at police stations, fire stations, Charlotte Area Transit System facilities, Airport facilities,
and cultural facilities. Occasionally, the work may include replacement and installation of new doors.
The Company shall respond to emergency calls for service within 4 hours. Services include all labor,
materials, equipment, and supervision for the overhead door projects.
1.2. Definitions.
As used in this RFP, the following terms shall have the meanings set forth below:
Acceptance: Refers to receipt and approval by the City of a Deliverable or Service in
accordance with the acceptance process and criteria in the Contract.
Affiliates: Refers to all departments or units of the City and all other governmental
units, boards, committees or municipalities for which the City processes
data or performs services.
Biodegradable: Refers to the ability of an item to be decomposed by bacteria or other living
organisms.
Charlotte Business
INClusion/CBI: Refers to the Charlotte Business INClusion office of the City of
Charlotte.
Charlotte Business
INClusion Policy/
CBI Policy: Refers to the policy adopted by City Council, which seeks to enhance
competition in contracting and procurement opportunities for MWSBEs
located in the Charlotte Combined Statistical Area.
Charlotte Combined
Statistical Area: Refers to the area consisting of the North Carolina counties of Anson,
Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly,
and Union, and the South Carolina counties of Chester, Lancaster, and York;
a criterion used by Charlotte Business INClusion to determine eligibility to
participate in the program.
City: Refers to the City of Charlotte, North Carolina.
City Project Manager: Refers to a specified City employee representing the City's best interests in
this Project.
Company: During the solicitation process, refers to a company that has interest in
providing the Services. After the solicitation process, refers to a company
that has been selected by the City to provide the Services.
Company Project
Manager: Refers to a specified Company employee representing the best interests of
the Company for this Project.
Contract: Refers to a written agreement executed by the City and the Company for all
or part of the Services.

Section 1
Introduction and General Information
Deliverables: Refers to all tasks, reports, information, designs, plans, and other items that
the Company is required to deliver to the City in connection with the
Contract.
Department: Refers to a department within the City of Charlotte.
Documentation: Refers to all written, electronic, or recorded works that describe the use,
functions, features, or purpose of the Deliverables or Services or any
component thereof, and which are provided to the City by the Company or
its subcontractors, including without limitation all end user manuals,
training manuals, guides, program listings, data models, flow charts, and
logic diagrams.
Environmentally
Preferable Products: Refers to products that have a lesser or reduced effect on human health and
the environment when compared with competing products that serve the
same purpose. This comparison may consider raw materials acquisition,
production, manufacturing, packaging, distribution, reuse, operation,
maintenance, or disposal of the product.
Evaluation Committee: Refers to a City-appointed committee that will evaluate Proposals and
identify the Company(-ies) best meeting the needs of the City.
Milestones: Refers to an identified deadline for the completion of specific Services
and/or the Acceptance of identified Deliverables, as specified in this RFP.
Minority-owned
Business Enterprise/
MBE: Refers to a business enterprise that: (i) is certified by the State of North
Carolina as a Historically Underutilized Business (HUB) within the meaning
of N.C. Gen. Stat. 143-128.4; (ii) is at least fifty-one percent (51%) owned
by one (1) or more persons who are members of one of the following
groups: African American or Black, Hispanic, Asian, Native American or
American Indian; and (iii) has significant business presence in the Charlotte
Combined Statistical Area.
MWSBE: Refers to SBEs, MBEs, and WBEs, collectively.
MWSBE Goal: If an RFP or Contract has separate Subcontracting Goals for MBEs, WBEs,
and/or SBEs, the term MWSBE is a shorthand way to refer collectively to all
MBE, WBE, and SBE Goals set for the RFP. In some instances, the City may
set one (1) combined goal for MBEs, WBEs, and/or SBEs, in which event the
term MWSBE Goal refers to that one (1) combined goal. In the latter
instance, calculated as a percentage, the MWSBE Goal represents the total
dollars spent with MBEs, WBEs, and SBEs as a portion of the total Proposal
amount, including any contingency.
Post-Consumer
Recycled Material: Refers to material and by-products which have served their intended end-
use by a consumer and have been recovered or diverted from solid waste.
It does not include those materials and by-products generated from, and
commonly reused within, an original manufacturing process.
Project: Refers to the City's need for a company to provide Overhead Bay Door
Maintenance and Service for the City.

Section 1
Introduction and General Information
Project Plan: Refers to the detailed plan for delivery of the Services as described in Section
3, in the form accepted in writing by the City in accordance with the terms
of this RFP and resultant Contract.
Proposal: Refers to the proposal submitted by a Company for the Services as outlined
in this RFP.
Recyclability: Refers to products or materials that can be collected, separated, or
otherwise recovered from the solid waste stream for reuse, or used in the
manufacture or assembly of another package or product, through an
established recycling program. For products that are made of both
recyclable and non-recyclable components, the recyclable claim should be
adequately qualified to avoid consumer deception about which portions or
components are recyclable.
Recycled Material: Refers to material and by-products which have been recovered or diverted
from solid waste for the purpose of recycling. It does not include those
materials and by-products generated from, and commonly reused within,
an original manufacturing process.
Services: Refers to the Overhead Bay Door Maintenance and Service as requested in
this RFP.
Small Business
Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under
Part E of the CBI Policy as meeting all of the requirements for SBE
certification.
Specifications and
Requirements: Refers to all definitions, descriptions, requirements, criteria, warranties, and
performance standards relating to the Deliverables and Services that are set
forth or referenced in: (i) this RFP, including any addenda; (ii) the
Documentation; and (iii) any functional and/or technical specifications that
are published or provided by the Company or its licensors or suppliers from
time to time with respect to all or any part of the Deliverables or Services.
Subcontracting Goal: Refers to a SBE, MBE, WBE, and/or MWSBE Goal established by the City for
an RFP and resulting Contract.
Trade Secrets: Information of the City or any of its suppliers, contractors or licensors that:
(i) derives value from being secret; and (ii) the owner has taken reasonable
steps to keep confidential. See N.C. Gen. Stat. 66-152 et seq. Examples of
trade secrets include information relating to proprietary software, new
technology, new products or services, flow charts or diagrams that show
how things work, manuals that tell how things work and business processes
and procedures.
Woman-owned
Business Enterprise/
WBE: Refers to a business enterprise that: (i) is certified by the State of North
Carolina as a Historically Underutilized Business (HUB) within the meaning
of N.C. Gen. Stat. 143-128.4; (ii) is at least fifty-one percent (51%) owned
by one or more persons who are female; and (iii) has significant business
presence in the Charlotte Combined Statistical Area.
Work Product: Refers to the Deliverables and all other programs, algorithms, reports,
information, designs, plans and other items developed by the Company in

Section 1
Introduction and General Information
connection with this RFP, and all partial, intermediate or preliminary
versions of any of the foregoing.
1.3. Accuracy of RFP and Related Documents.
Each Company must independently evaluate all information provided by the City. The City makes no
representations or warranties regarding any information presented in this RFP, or otherwise made
available during this procurement process, and assumes no responsibility for conclusions or
interpretations derived from such information. In addition, the City will not be bound by or be
responsible for any explanation or conclusions regarding this RFP or any related documents other than
those provided by an addendum issued by the City. Companies may not rely on any oral statement by
the City or its agents, advisors, or consultants.
If a Company identifies potential errors or omissions in this RFP or any other related documents, the
Company should immediately notify the City of such potential discrepancy in writing. The City may
issue a written addendum if the City determines clarification necessary. Each Company requesting an
interpretation will be responsible for submitting them per Section 2.2.
1.4. City's Rights and Options.
The City reserves the right, at the City's sole discretion, to take any action affecting this RFP, this RFP
process, or the Services or facilities subject to this RFP that would be in the best interests of the City,
including:
1.4.1. To supplement, amend, substitute, or otherwise modify this RFP, including the schedule,
at any time;
1.4.2. To cancel this RFP with or without the substitution of another RFP;
1.4.3. To require one or more Companies to supplement, clarify or provide additional information
in order for the City to evaluate the Proposals submitted
1.4.4. To investigate the qualifications, experience, capabilities, and financial standing of each
Company submitting a Proposal;
1.4.5. To waive any defect or irregularity in any Proposal received;
1.4.6. To reject any or all Proposals;
1.4.7. To share the Proposals with City employees other than the Evaluation Committee or City
advisory committees as deemed necessary;
1.4.8. To award all, none, or any part of the Services and enter into Contracts with one or more
of the responding Companies deemed by the City to be in the best interest of the City,
which may be done with or without re-solicitation;
1.4.9. To discuss and negotiate with any Company(-ies) their Proposal terms and conditions,
including but not limited to financial terms;
1.4.10. To terminate discussions and negotiations with any Company at any time and for any
reason;
1.4.11. To issue additional requests for information; and
1.4.12. To take any action affecting this RFP, this RFP process, or the Services or facilities subject
to this RFP that would be in the best interest of the City.
1.5. Expense of Submittal Preparation.
The City accepts no liability, and Companies will have no actionable claims, for reimbursement of any
costs or expenses incurred in participating in this solicitation process. This includes expenses and costs
related to Proposal submission, submission of written questions, attendance at pre-proposal meetings
or evaluation interviews, contract negotiations, or activities required for contract execution.

Section 1
Introduction and General Information
1.6. Proposal Conditions.
1.6.1. The following terms are applicable to this RFP and the Company's Proposal Not An Offer.
This RFP does not constitute an offer by the City. No binding contract, obligation to
negotiate, or any other obligation shall be created on the part of the City unless the City and
the Company execute a Contract. No recommendations or conclusions from this RFP
process concerning the Company shall constitute a right (property or otherwise) under the
Constitution of the United States or under the Constitution, case law, or statutory law of
North Carolina.
1.6.2. Right to Terminate Discussions.
The Company's participation in this process might result in the City selecting the Company
to engage in further discussions. The commencement of such discussions, however, does
not signify a commitment by the City to execute a Contract or to continue discussions. The
City can terminate discussions at any time and for any reason.
1.6.3. Trade Secrets and Personal Identification Information.
Definition.
Upon receipt by the city, all materials submitted by a Company (including the Proposal) are
considered public records except for (1) material that qualifies as "trade secret" information
under N.C. Gen. Stat. 66-152 et seq. ("Trade Secrets") or (2) "personally identifiable
information" protected by state or federal law, to include, but not be limited to, Social
Security numbers, bank account numbers, and driver's license numbers ("Personally
Identifiable Information" or "PII").
Instructions for Marking and Identifying Trade Secrets.
If any Proposal contains Trade Secrets or PII, such Trade Secrets and PII must specifically
and clearly be identified by clearly separating them from the rest of the Proposal and
marked either "Personally Identifiable Information - Confidential" or "Trade Secret-
Confidential and Proprietary Information." This confidentiality caption must appear on each
page of the Trade Secret or PII materials, and the document(s) must be submitted
separately in the Procurement Portal.
Availability of Proposals to City Staff and Contractors.
By submitting a Proposal, each Company agrees that the City may reveal any Trade Secret
materials and PII contained therein to all City staff and City officials involved in the selection
process, and to any outside consultant or other third parties who serve on the Evaluation
Committee or who are hired or appointed by the City to assist in the evaluation process.
Availability of Proposals via Public Records Requests.
Any person or entity (including competitors) may request Proposals submitted in response
to an RFP. Only those portions of RFPs properly designated as Trade Secret or PII are not
subject to disclosure. The public disclosure of the contents of a Proposal or other materials
submitted by a Company is governed by N.C. Gen. Stat. 132 and 66-152, et seq.
When determining whether to mark materials as Trade Secret, please note the following:
* Entire Proposals may not be marked as Trade Secret
* Pricing may not be marked as Trade Secret
The City may disqualify and Company that designates its entire Proposal as a trade secret,
or any portion thereof that clearly does not qualify under applicable law as a Trade Secret
or PII. Each Company agrees to indemnify, defend, and hold harmless the City and each of
its officers, employees, and agents from all costs, damages, and expenses incurred in
connection with refusing to disclose any material that the Company has designated as a
Trade Secret or PII. This includes an obligation on the part of the Company to defend any

Section 1
Introduction and General Information
litigation brought by a party that has requested Proposals or other information that the
Company has marked Trade Secret or PII.
1.6.4. Statutory Requirements.
Any Contract awarded as a result of this RFP shall be in full conformance with all statutory
requirements of North Carolina and all statutory requirements of the Federal Government,
to the extent applicable.
1.6.5. Reservation of Right to Change Schedule.
The City shall ultimately determine the timing and sequence of events resulting from this
RFP. The City reserves the right to delay the closing date and time for any phase if City staff
believe that an extension will be in the best interest of the City.
1.6.6. Reservation of Right to Amend RFP.
The City reserves the right to amend this RFP at any time during the process, if it believes
that doing so is in the best interests of the City. Any addenda will be posted to the
Procurement Portal. Companies are required to acknowledge receipt of each addendum.
1.6.7. No Collusion or Conflict of Interest.
By responding to this RFP, the Company shall be deemed to have represented and
warranted that the Proposal is not made in connection with any competing Company
submitting a separate response to this RFP, and is in all respects fair and without collusion
or fraud.
1.6.8. Proposal Terms Firm and Irreversible.
The signed Proposal shall be considered a firm offer on the part of the Company. The City
reserves the right to negotiate price and other terms. All Proposal elements (including all
statements, claims, declarations, prices, and specifications) shall be considered firm and
irrevocable for purposes of future Contract negotiations unless specifically waived in writing
by the City. The Company chosen for award should be prepared to have its Proposal and
any relevant correspondence incorporated into the Contract, either in part or in its entirety,
at the City's election. Any false or misleading statements found in the Proposal or Contract
exceptions not included in the Proposal may be grounds for disqualification.
1.6.9. Charlotte Business INClusion Program.
Pursuant to Charlotte City Council's adoption of the Charlotte Business INClusion (CBI)
Policy, the CBI program seeks to enhance competition and participation of Minority-
owned, Women-owned, and Small Business Enterprises (MWSBEs) in City contracting. To
accomplish this, the City has examined its procurements and set specific MWSBE
participation goals on a contract-by-contract basis. In addition, CBI makes a concerted
effort to expand its certified MWSBE vendor pool and assist city-certified firms in growing,
enhancing, and developing their businesses. CBI currently offers numerous development
programs that support certified businesses in organizational training, strategic
development, and networking opportunities.
The CBI Policy and CBI Manual are posted online here: www.charlottebusinessinclusion.com
To determine whether disparities exist in City contracting based on race, gender or other
factors, and also to measure the effectiveness of the City's Charlotte Business INClusion
("CBI") Program, the City tracks the utilization of subconsultants and suppliers on certain
City contracts based on race, gender, small business status, and other factors. For analysis
purposes, it is important that the City obtain this data not only for minority-owned, women-
owned, and small business suppliers and subconsultants, but also for other subconsultants
and suppliers. As a condition for receiving payments under this Contract, the Proposer
agrees to submit any payment record into InclusionCLT, or any subsequent system