REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Orders to Nor-Cal Overhead, Inc. for Citywide Automatic Overhead/Rollup Door Preventative Maintenance, As-Needed Repair, and Replacement Services
Report
BACKGROUND
The Department of Public Works (DPW) is responsible for maintaining and repairing approximately 1,100,000 square feet of buildings located throughout the City. These facilities support essential operations for Fire, Police, Silicon Valley Power, Library, Parks and Recreation, and the Corporation Yard.
To effectively handle the required workload for maintaining these facilities, DPW contracts with specialized vendors to perform a variety of maintenance and repair services. One of these services is the inspection, maintenance, and repair of automatic overhead and rollup doors. These doors are vital to ensuring facility safety, security, and access, particularly at emergency response facilities such as Fire and Police stations, where doors must operate safely and quickly under urgent conditions.
The City has maintained contracts for overhead and rollup door services for many years to ensure continued operation and safety of its facilities. The current agreement expires on December 31, 2025.
DISCUSSION
Pursuant to Section 2.105.140(d) of the City of Santa Clara Code, a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement with award to the lowest responsive and responsible bidder.
On July 17, 2025, staff published the RFB for Automatic Overhead and Rollup Door Preventative Maintenance and As-Needed Repair and Replacement services on the City's e-procurement platform. The RFB was open to all qualified vendors capable of servicing the City's facilities and was viewed and downloaded by 27 vendors. In addition, staff conducted direct outreach to additional vendors. Despite these efforts, only one bid was received by the bid deadline from Nor-Cal Overhead, Inc. After assessing responsiveness and responsibil...
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