Automatic Doors Preventative Maintenance (PM) and Repair Supplies for the Northern Cheyenne Service Unit, Lame Deer, Montana

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for Automatic Door Preventative Maintenance Service and Repair Supplies for the Northern Cheyenne Service Unit. The procurement is conducted under FAR Part 12, Acquisition of Commercial Products and Commercial Services.

• Preventative Maintenance (PM) Service and Repair Supplies for Automatic Doors.

• Specific requirements are detailed in Attachment A1 (Statement of Work).

• Contractor must possess a minimum of five (5) years of documented experience in commercial door installation and maintenance.

• Contractor must possess expertise and certifications (e.g., AAADM) for preventative maintenance on automatic doors, especially Horton.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base Year (04/01/2026 - 03/31/2027) with four (4) option years extending through 03/31/2031.

• Pricing Schedule: See Attachment A2. Offerors must complete and submit the provided Price Schedule.

• Technical Questions Due: March 12, 2026, 2:00 PM MST.

• Answers to questions posted: Approximately March 17, 2026.

• Quote Due Date: March 21, 2026, no later than 3:00 PM MST.

• Submission Format: Four (4) volumes (Technical, Past Performance, Price, Administrative) in a compressed PDF file.

• Evaluation Factors: Technical Approach, Past Performance, and Price. Technical and Past Performance combined are approximately equal to cost or price. The award will be made to the responsible offeror whose offer is most advantageous to the Government (Best Value Continuum approach).

• Set-Aside: 100% Total Small Business Set-Aside.

• NAICS Code: 561210 – Facilities Support Services.

• Small Business Size Standard: $47 million.

• Purchasing Agent (PA): Clarette Yellowrobe (Clarette.Yellowrobe@ihs.gov)

• Contracting Officer (CO): Johnna Spotted (Johnna.Spotted@ihs.gov)

• Contracting Officer's Representative (COR): Marlin Yarlott (Contact info distributed at award)

• Contractor's Point of Contact: To Be Determined (TBD).

Statement of Work (SOW)

To outline the requirements for a contractor to provide semi-annual preventative maintenance (PM) and replacement of consumable parts for automatic doors at the Northern Cheyenne Service Unit. The goal is to ensure proper functioning, longevity, patient access, ADA compliance, and optimized utility bills.

• Provide manufacturer-recommended PM and replacement of consumable and non-consumable parts on a semi-annual basis.

• Services cover the following doors:

  • Four (4) Horton bi-parting automatic slide doors.
  • One (1) Horton single automatic slide door.
  • Two (2) Horton 7000 simultaneous pair of ADA operators.
  • Ten (10) Horton 7000 single ADA operators.

• Tasks include comprehensive inspections, cleaning, lubrication, and adjustments.

• Replace consumable parts as needed to ensure optimal door performance.

• Adjust doors for proper operation, including opening/closing speeds and stand-open times.

• Identify and report any non-consumable parts requiring replacement.

• Provide technical support and emergency onsite repairs, parts, and labor for unanticipated problems.

• Semi-annual maintenance visits scheduled ideally in October and March.

• Work to be performed at 420 North Cheyenne Avenue, Lame Deer, Montana, 59043.

• Contractor will have access to the facility as needed.

• Efforts must be made to avoid interrupting patient and staff flow during clinic hours.

• Access will not be granted on federal holidays.

• The Facilities Maintenance Supervisor or designee will guide the contractor.

• A service report detailing maintenance performed, parts replaced, adjustments, and recommendations is required after each site visit.

• Acceptance criteria include doors functioning smoothly and efficiently, meeting manufacturer specifications, and complying with ADA requirements.

Form / Attachment / Pricing Sheet

This document is a price schedule for the opportunity, outlining the costs associated with various contract line items (CLINs) over a base year and four option years. Bidders are expected to use this schedule to provide their pricing.

• Base Year (04/01/2026 - 03/31/2027):
  • CLIN 001: Semi Annual Automatic Door PM Service
  • CLIN 002: Materials, parts, supplies and labor
• Option Year One (04/01/2027 - 03/31/2028):
  • CLIN 101: Semi Annual Automatic Door PM Service
  • CLIN 102: Materials, parts, supplies and labor
• Option Year Two (04/01/2028 - 03/31/2029):
  • CLIN 201: Semi Annual Automatic Door PM Service
  • CLIN 202: Materials, parts, supplies and labor
• Option Year Three (04/01/2029 - 03/31/2030):
  • CLIN 301: Semi Annual Automatic Door PM Service
  • CLIN 302: Materials, parts, supplies and labor
• Option Year Four (04/01/2030 - 03/31/2031):
  • CLIN 401: Semi Annual Automatic Door PM Service
  • CLIN 402: Materials, parts, supplies and labor
• All CLINs currently have a unit price and total of 0.0, indicating that pricing needs to be filled in by the bidder.

This pricing sheet is critical for bidders to understand the structure of the contract and to input their proposed costs for each CLIN. The "Grand Total" is currently listed as 0.0, meaning bidders must provide all pricing information. This document directly impacts proposal preparation and will be a key component of the evaluation process.