On-Call Door Services

REQUEST FOR BID

RFB # 26-0055

ON-CALL DOOR SERVICES

May 1, 2026

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking bids for On-Call Door Services. If your firm is interested in submitting a response, please do so in accordance with the instructions contained within the attached Request for Bid. Responses are due no later than 1:45 pm CDT, June 2, 2026.

All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact county employees, department heads, using agencies, evaluation committee members or elected officials with questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Bidder’s response.

Sincerely,

Lee Barrier, NIGP-CPP

Senior Purchasing Agent

LB/ks

Table of Contents

I. Purpose

II. Submittals

III. Scope of Work

IV. Sedgwick County’s Responsibilities

V. Bid Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Bid Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Bid Conditions

VI. Required Response Content

VII. Response Form

VIII. Pricing Sheet

I. Purpose

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the second highest per capita wealth among Kansas’ counties. Organizationally, the County is a Commission/Manager entity, employs nearly 2,800 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works, criminal justice, recreation, entertainment, cultural, human/social, and education.

Sedgwick County is seeking bids for On-Call Door Services, in accordance with the specifications outlined, for various Sedgwick County departments.

II. Submittals

Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in formulating a thorough response. Should you elect to participate with an electronic response, the RFB number must be entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic copy (PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Lee Barrier

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CDT TUESDAY, June 2, 2026. If there is any difficulty submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you choose to send a hard copy of your bid, Sedgwick County will not accept submissions that arrive late due to the fault of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Bid responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT, on the due date. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these bids are read into the record, please dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

III. Scope of Work

Items listed in this section are requirements to completion of services under this contract. Requirements are provided to assist proposers in understanding the objectives of the county and submitting a thorough response.

The successful bidder(s) shall:

1. Provide, as requested, maintenance, service, repairs, replacement, sales and installation in accordance with manufacturer’s recommendations and as indicated in the Scope of Work subsections following, in order to provide:

• Consistent, safe and reliable operation.

• Compliance with federal, state and local regulations.

• Equipment longevity.

2. Have the technical ability to provide service, repair, replacement, sales and installation for the following types of doors:

Overhead Sectional/Rolling Steel including but not limited to;

• Wood

• Steel

• Aluminum Insulated and non-Insulated

• Carriage House

• Custom Wood

• Clad Panel

• Manual and Operator Assisted

Interior/Exterior Commercial including but not limited to;

• Hollow Metal

• Stainless Steel

• Glass

• Aluminum

• Wood

• Steel

• Plastic Laminate

• Manual and Operator Assisted

• Swing and Revolving

3. Provide, as requested, scheduled maintenance to include but not limited to;

• Overhead Sectional/Rolling Steel - Inspection, tightening, lubrication, and/or adjustment of all sections, door alignment, hinges, hardware, cables, drums, track and track fasteners, springs, rollers, bearings, and chain hoists.

• Interior/Exterior Commercial to include but not limited to – Inspection, tightening, lubrication, and/or adjustment, door alignment, hinges, and hardware.

• Door Operators – Inspection, tightening, lubrication, adjustment of all switches, belts, brakes, clutches, sprockets, mountings, disconnects, roller chains, bearings, and safety devices.

4. Provide ADA compliance checking and retrofitting to include but not limited to;

• Automatic Door Operators – Repairing of non-functioning equipment; inspection and adjustments to meet compliance with 2010 ADA Standards (full-powered automatic doors with ANSI/BHMA A156.10, low-energy and power-assisted doors with ANSI/BHMA A156.19 - 1997 or 2002 edition); installation of new automatic door operating devices per ADA standards.

• Door Hardware – Replacement or modification of hardware to meet 2010 ADA Standards, including:

• Threshold modifications or replacement.

• Door operating hardware modifications, such as replacement of knobs with lever-style hardware.

• Door closer adjustments, such as reducing the opening force such that it requires less than 5lbs. of force or replacement of door closers.

• Lowering heights or replacement of handles, pulls, latches, locks, and other operable parts on doors to comply with ADA requirements for operable parts.

• Inspection of door closers or spring hinges to determine compliance with 2010 ADA Standards, such as the time required to move to door from an open position to the closed position; replacement of non-compliant closing devices.

• Installation of kick plates where push sides of doors do not have a smooth surface within 10 inches vertically of the finish floor, and capping of any cavities created by added kick plates.

• Other door modifications, such as:

• Removal of an existing door where insufficient door maneuvering clearance exists.

• Reversing the swing of a door where it impedes other required clearances.

• Replacement or modification of doors that do not provide 32” clear width between the face of the door and the stop, with the door open 90 degrees.

Note - As required by new ADA regulations, all alterations to non-ADA compliant existing doors after March 15, 2012 must comply with 2010 ADA Standards.  Those doors altered before March 12, 2012 may comply with either the 1991 ADA Standards or the 2010 ADA Standards.  If existing doors do not comply with ADA standards, they are required to be made accessible at such time that they are altered.

5. Respond to service request within four (4) business hours. Minimum business hours are Monday through Friday, 8:00 am to 5:00 pm Central Time.

6. Respond to emergency or after-hours request within four (4) hours.

7. Repair to any of the aforementioned door types, parts, pieces, or hardware.

8. Provide sales and installation of any of the aforementioned door types, parts, pieces,

Hardware, or devices attached to doors.

9. Provide all work under this contract in according with all local, state, and federal

regulations, as they relate to the services specified.

10. Provide technically trained staff.

11. Maintain appropriate staffing levels to provide superior customer service.

12. Provide an after-hours contact name and telephone number.

13. Warranty all workmanship and materials used for a period of one (1) year.

IV. Sedgwick County’s Responsibilities

• Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or which is relevant to this project.

• Designate a person to act as the County Contract Manager with respect to the work to be performed under this contract.

• County reserves the right to make inspections at various points of the project. Contractor agrees to openly participate in said inspections and provide information to the county on the progress, expected completion date and any unforeseen or unexpected complications in the project. 

V. Bid Terms

A. Questions and Contact Information

Any questions regarding this document must be submitted via email to Lee Barrier at Lee.Barrier@sedgwick.gov by 5:00 pm CDT, May 15, 2026. Any questions of a substantive nature will be answered in written form as an addendum and posted on the purchasing website at https://www.sedgwickcounty.org/finance/purchasing/current-bids-and-proposals/ under the Documents column associated with this bid number by 5:00 pm CDT, May 22, 2026. Firms are responsible for checking the website and acknowledging any addenda on their bid response form.

B. Minimum Firm Qualifications

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or product(s) specified in this Request for Bid. Firms must meet or exceed these qualifications to be considered for award. Bids submitted must reflect in detail their inclusion as well as the degree to which they can be provided. Any exceptions to the requirements listed should be clearly detailed in proposer’s response.

Bidders shall:

1. Have proper certification(s) or license(s) for the services/product specified in this document.

2. Ensure that project work meets all local, state and federal laws, regulations and ordinances.

3. Have the capacity to acquire all required permits, bonds, escrows or insurances.

4. Provide appropriate project supervision and quality control procedures.

5. Have appropriate material, equipment and labor to perform job safely and efficiently. All costs associated with meeting this requirement will be the sole responsibility of the vendor.

C. Evaluation Criteria

An award will be made to the lowest responsible and responsive bidder.

D. Request for Bid Timeline

The following dates are provided for information purposes and are subject to change without notice. Contact the Purchasing Department at (316) 660-7255 to confirm any and all dates.

Distribution of Request for Bid to interested parties May 1, 2026

Clarification, Information, and Questions submitted via email by 5:00 PM CDT May 15, 2026

Addendum Issued by 5:00 pm CDT May 22, 2026

Bid due before 1:45 pm CDT June 2, 2026

Board of Bids and Contracts Recommendation June 4, 2026

Board of County Commission Award June 10, 2026

E. Contract Period and Payment Terms

A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) for three (3) years with two (2) one (1) year options to renew.

County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted following receipt of monthly detailed invoice.

Payment and Invoice Provisions

https://www.sedgwickcounty.org/media/55477/payment-and-invoice-provisions.pdf

F. Insurance Requirements

Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required, firm’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past completion of the project. Firm shall furnish a certificate evidencing such coverage, with County listed as an additional insured including both ongoing and completed operations, except for professional liability, workers’ compensation and employer’s liability. Certificate shall be provided prior to award of contract.

Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be acknowledged on the bid/proposal response form).

NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your proposal response and also be noted on the certificate of insurance. It is the responsibility of the firm to require that any and all approved subcontractors meet the minimum insurance requirements.

Workers’ Compensation:

Applicable coverage per State Statutes

Employer’s Liability Insurance: $500,000.00

Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):

Each Occurrence $1,000,000.00

General Aggregate, per project $2,000,000.00

Personal Injury $1,000,000.00

Products and Completed Operations Aggregate $2,000,000.00

Automobile Liability:

Combined single limit $500,000.00

Umbrella Liability:

Following form for both the general liability and automobile

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Professional Liability/ Errors & Omissions Insurance:

____ Required / ___X_ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Pollution Liability Insurance:

____ Required / __X__ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Special Risks or Circumstances:

Entity reserves the right to modify, by written contract, these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

IF CONTRACTOR IS PROVIDING CONSTRUCTION SERVICES:

In addition to the above coverages, Contractor shall also provide the following:

Builder’s Risk Insurance:

In the amount of the initial Contract Sum, plus the value of subsequent modifications and cost of materials supplied and installed by others, comprising the total value for the entire Project on a replacement cost basis without optional deductibles. Entity, Contractor, and all Subcontractors shall be included as named insureds.

G. Indemnification

To the fullest extent of the law, the provider, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the provider during the provider’s performance of the agreement or any other agreements of the provider entered into by reason thereof.

The provider shall indemnify and defend Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the provider, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the agreement relating to insurance requirements. The provider agrees that it will procure and keep in force at all times at its own expense insurance in accordance with these specifications.

H. Confidential Matters and Data Ownership

The successful bidder agrees all data, records and information, which the bidder, its agents and employees, which is the subject of this bid, obtain access, remains at all times exclusively the property of Sedgwick County. The successful proposer agrees all such data, records, plans and information constitutes at all times proprietary information of Sedgwick County.

The successful bidder agrees that it will not disclose, provide, or make available any of such proprietary information in any form to any person or entity. In addition, the successful proposer agrees it will not use any names or addresses contained in such data, records, plans and information for the purpose of selling or offering for sale any property or service to any person or entity who resides at any address in such data. In addition, the successful proposer agrees it will not sell, give or otherwise make available to any person or entity any names or addresses contained in or derived from such data, records and information for the purpose of allowing such person to sell or offer for sale any property or service to any person or entity named in such data. Successful bidder agrees it will take all reasonable steps and the same protective precautions to protect Sedgwick County's proprietary information from disclosure to third parties as with successful proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Bid is the property of Sedgwick County.

I. Bid Conditions

https://www.sedgwickcounty.org/media/71697/bid-terms-conditions_aod.pdf

Sample Contract

https://www.sedgwickcounty.org/media/71702/sample-contract-kws-13024_aod.pdf

Contract Provisions for FEMA Projects (If Applicable)

https://www.sedgwickcounty.org/media/72843/additional-federal-grant-contract-provisions-nfsia-grant_aod.pdf

Suspension and Debarment

https://www.sedgwickcounty.org/finance/purchasing/suspension-and-debarment/

Protest Procedure

Any protests and/or challenges to the bid process must be filed timely and pursuant to Sedgwick County’s protest procedure.

https://www.sedgwickcounty.org/media/71701/protest-procedure-rev-4225_aod.pdf

VI. Required Response Content

Bid response should include the following:

1. Any exclusions clearly delineated.

2. Sample invoice.

3. Completed and signed Bid Response Form.

4. Proof of insurance

5. Those responses that do not include all required forms/items may be deemed non-responsive.

VII. Response Form

REQUEST FOR BID

RFB # 26-0055

ON-CALL DOOR SERVICES

The undersigned, on behalf of the Bidder, certifies that: (1) this offer is made without previous understanding, agreement or connection with any person, firm, or corporation submitting a bid on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the bidder is entered;

(4) they have read the complete Request for Bid and understands all provisions; (5) if accepted by the County, this bid is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted bid will be their responsibility.

NAME _________________________________________________________________________________________________

DBA/SAME_____________________________________________________________________________________________

CONTACT _____________________________________________________________________________________________

ADDRESS ____ CITY/STATE _________________ZIP ________________

PHONE FAX HOURS_______________________

STATE OF INCORPORATION or ORGANIZATION ________________________________________________________

COMPANY WEBSITE ADDRESS E-MAIL ___________________________________

NUMBER OF LOCATIONS ________________ NUMBER OF PERSONS EMPLOYED__________________

TYPE OF ORGANIZATION: Public Corporation ________ Private Corporation________ Sole Proprietorship _______

Partnership_______ Other (Describe): ______________________________________________________________________

BUSINESS MODEL: Small Business _____ Manufacturer _____ Distributor ______ Retail ________

Dealer _____ Other (Describe): __________________________________________________________________________

Not a Minority-Owned Business: ____ Minority-Owned Business: ____ (Specify Below)

___ African American (05) ___ Asian Pacific (10) ___ Subcontinent Asian (15) ___ Hispanic (20)

___ Native American (25) ___Other (30) (Please specify____________________________________________________)

Not a Woman-Owned Business: ____ Woman-Owned Business: ____ (Specify Below)

___ Not Minority -Woman Owned (50) ___ African American-Woman Owned (55)

___ Asian Pacific-Woman Owned (60) ___Subcontinent Asian-Woman Owned (65) ___Hispanic Woman Owned (70)

___ Native American-Woman Owned (75) ___Other (Woman Owned) (80) Please specify_____________________________

ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF KS: ______Yes ______No

UEI (UNIQUE ENTITY IDENTIFIER) NO.________________________________________________________________

INSURANCE REGISTERED IN THE STATE OF KS WITH MINIMUM BEST RATING OF A-VIII: ______Yes ______No

□ Yes, I would like to be on the emergency vendor list.

□ No, I would not like to be on the emergency vendor list.

After Hours Phone #:____________ Emergency Contact Name:_______________________ After Hours Fax #:_____________

ACKNOWLEDGE RECEIPT OF ADDENDA: All addendum(s) are posted to our RFB/RFP web page and it is the vendor’s responsibility to check and confirm all addendum(s) related to this document by going to

https://www.sedgwickcounty.org/finance/purchasing/.

NO.______, DATED ______________; NO.______, DATED_____________; NO.______, DATED______________

In submitting a response to this document, vendor acknowledges acceptance of all sections of the entire document and has clearly delineated and detailed any exceptions.

Signature____________________________________________ Title_____________________________________

Print Name___________________________________________ Dated ___________________________________

Response Form (Page 2)

REQUEST FOR BID

RFB # 26-0055

ON-CALL DOOR SERVICES

Consistent with the guidance provided in Section 1 of this Request for Bid, Sedgwick County is subject to the Kansas Open Records Act (K.S.A. 45-215 et seq.). As such, portions, and potentially all, of your proposal may become accessible to the public through records requests even if it is not awarded the contract.

If you are claiming some of the submitted documentation should not be disclosed, indicate the associated information and the basis for such claims of privilege in the spaces below. In the event records requests are submitted for information identified as privileged, proprietary or confidential, Sedgwick County may attempt to coordinate a response and would expect for you to be available to defend your claims in court. Failure to provide information in the spaces below shall constitute a waiver of any claims of violation of privileged, proprietary or confidential information resulting from the production of these records, regardless of other language or claims within your Response.

PRIVILEGE LOG

Page and/or Section of Information Not Subject to Disclosure:

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Description of Information that You Claim are Privileged or Confidential. Do not include specific details, but rather categories or general descriptions of the information in question.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Basis for the Claim of Privilege. Please include the Applicable Federal or State Law Cite and Rationale.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

VIII. Pricing Sheet

Overhead/Garage Door Services

Business Hour Rate for Labor Only – One Person	$
Business Hour Rate for Labor Only – Two People	$
Percentage Mark-Up on Cost of Materials and Parts	%
After Hours Rate for Labor Only – One Person	$
After Hours Rate for Labor Only - Two People	$

Exterior/Interior Door Services

Business Hour Rate for Labor Only – One Person	$
Business Hour Rate for Labor Only – Two People	$
Percentage Mark-Up on Cost of Materials and Parts	%
After Hours Rate for Labor Only – One Person	$
After Hours Rate for Labor Only - Two People	$

Cost must be all inclusive of all terms, conditions, and scope within this solicitation.