As-Needed Motorized Gate Maintenance and Repair Services

The Bay Area Air Quality Management District ("Air District") invites licensed and qualified contractors to submit bids for as-needed Motorized Gate Maintenance and Repair Services in accordance with the terms and conditions of this Invitation for Bids (IFB).

This is a public works project subject to all applicable federal, state, and local laws and regulations, including California Public Contract Code and Labor Code requirements.

Background

The Air District is the government agency responsible for protecting air quality in the San Francisco Bay Area. The Air District is tasked with regulating stationary sources of air pollution in the nine counties that surround San Francisco Bay: Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, southwestern Solano, and southern Sonoma counties. It is governed by a 24-member Board of Directors composed of locally elected officials from each of the nine counties. The Air District’s mission is to improve air quality to protect public health, reduce historical and current environmental inequities, and mitigate climate change and its impacts.

The Air District aims to achieve its mission through many strategic goals, including: reducing and eliminating health problems caused by air pollution, achieving and maintaining air quality standards, leading the Bay Area’s efforts to fight global climate change, creating high-quality regulatory programs, and applying environmental best practices in all operations. To do so, the Air District regulates air pollution emissions from stationary emission sources such as factories, refineries, and power plants, and from smaller facilities like gas stations and dry cleaners. The Air District ensures that such facilities comply with air pollution laws and regulations, provides incentives to replace older, higher-emitting vehicles and equipment with cleaner alternatives, and gives grants and provides outreach to encourage healthy clean air choices by businesses and consumers. The Air District implements these efforts with an equity focus, aiming to reduce air quality disparities and promote environmental justice by targeting local air pollution in overburdened communities.

Project Details

• Department: Administrative Resources Division
• Department Head: Karen Schkolnick (Director)

Important Dates

• Questions Due: 2026-06-13T00:00:00.000Z
• Answers Posted By: 2026-06-18T00:00:00.000Z
• Pre-Proposal Meeting: 2026-06-09T17:00:00.000Z — 4114 Lakeside Drive, Richmond, CA 94806

Evaluation Criteria

• Licensing, Registration, and Qualifications —
  1. The Bidder shall possess a valid California contractor’s license appropriate for the work at the time of bid submission and for the duration of the project, including but not limited to C-61 Limited Specialty license with a D-28 (Doors, Gates, and Activating Devices).
  2. The Bidder and all subcontractors shall be registered with the California Department of Industrial Relations (DIR) pursuant to Labor Code Section 1725.5.
  3. The Bidder shall demonstrate experience with Motorized Gate Maintenance and Repair Services of similar size and complexity.
  4. If the Work includes installation or replacement of any slide gate operator (motor/operator assembly, control board, or other operator components constituting a new operator installation), the Contractor shall provide a complete automated slide gate system that complies with UL 325 (Door, Drapery, Gate, Louver, and Window Operators and Systems) and ASTM F2200 (Automated Vehicular Gate Construction), as applicable.
     1. At a minimum:
        1. The operator shall be listed/labeled by a Nationally Recognized Testing Laboratory (NRTL) (e.g., UL/ETL/CSA) for the slide gate application;
        2. The Contractor shall perform and document a site safety evaluation identifying all entrapment zones (including the gate opening, leading/trailing edges, and pinch points between the moving gate and adjacent fence/posts) and required protections;
        3. Provide, install, and verify operation of required inherent and external monitored entrapment protection per the operator manufacturer’s instructions and UL 325, including protection in both directions of travel (open and close). Unless the manufacturer’s instructions and the Air District approve a different configuration, provide at least two (2) independent monitored means of entrapment protection, with at least one (1) being a Type B1/B2 external device (e.g., monitored photoelectric sensor(s) and/or monitored contact edge(s)) arranged to protect the primary entrapment zones for a slide gate;
        4. Provide required guarding/barriers (including pinch-point guards and roller covers, as applicable), warning signs/labels, and control placement required for compliance with ASTM F2200 and UL 325; and
        5. Demonstrate and document functional testing of all safety devices and the operator’s response (stop/reverse as applicable), including verification that monitored devices report a fault and prevent operation when disconnected, blocked, or otherwise inoperable. Bypassing, disabling, or defeating monitored safety-device functions is prohibited.
• Schedule —
  • Anticipated Notice to Proceed: July 31, 2026
• Prevailing Wage and Labor Compliance —

  This project is a public work subject to California prevailing wage requirements pursuant to Labor Code Section 1720 et seq. The Contractor and all subcontractors shall:

  1. Pay not less than the applicable prevailing wage rates
  2. Submit certified payroll records as required by law
  3. Comply with all applicable labor compliance monitoring and enforcement requirements
• Mandatory Pre-Bid Walk —

  A mandatory pre-bid walk will be held to review the location and allow for questions. Bidders must attend the following pre-bid walk:

  • Date: Tuesday, June 9, 2026 
    • Time: 10:00 AM (PDT) 
    • Location: 4114 Lakeside Drive, Richmond, CA 94806

  Registration Required:
  Interested respondents must pre-register via email to Sarah Raskin at sraskin@baaqmd.gov.

• Bid Evaluation and Criteria —

  The contract shall be awarded to the lowest responsive and responsible bidder, in accordance with applicable law and Air District procurement requirements. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail.

  Bids will be electronically unsealed and final results will be made available on the Portal within three (3) business of the due date.

  The Air District reserves the right to reject any or all bids, waive informalities, and determine which bid is in the best interest of the Air District.

• Permits, Safety, and Codes —

  The Contractor shall obtain all permits, approvals, and inspections required for the work and shall comply with all applicable federal, state, and local laws, ordinances, regulations, and safety requirements.

• General —
  1. Bidders must create an account through the Portal described in this IFB to view IFB documents and addenda, and to submit questions and bids documents.
  2. All bids must be made in accordance with the conditions of this IFB. Failure to address any of the requirements is grounds for rejection of the bid.
  3. All information should be complete, specific, and as concise as possible.
  4. Bids should include any additional information that the respondent deems pertinent to the understanding and evaluation of the bid.
  5. The Air District may modify the IFB or issue supplementary information or guidelines during the open solicitation period prior to the deadline. Please check the Portal for updates prior to the deadline.
  6. All bids shall constitute firm offers valid for ninety (90) days from the deadline.
  7. The Air District reserves the right to reject any and all bids.
  8. All questions must be in written form and submitted through the Portal before 5:00 pm Pacific Time on Friday, June 12, 2026 ("questions deadline"). Bidders will not be able to submit questions after the Questions Deadline occurs. All questions will be answered in writing and posted on the Portal before 5:00 pm Pacific Time on Wednesday, June 17, 2026.
  9. The cost for developing the bids is the responsibility of the bidder, and shall not be chargeable to the Air District.
• Insurance and Bonding —

  The successful Bidder shall furnish insurance meeting Air District requirements, including but not limited to:

  1. Commercial General Liability
  2. Automobile Liability
  3. Workers’ Compensation

  Performance and payment bonds may be required prior to execution of the contract.

• Bid Submittal Requirements —

  Each bid submitted in response to this IFB shall include, at a minimum:

  1. Bidder name, address, California contractor license number, and DIR registration number
  2. Itemized bid price
  3. Identification of subcontractors (if any)
  4. At least three (3) references for similar public works projects
• Air District Overview —

  The Air District is the government agency responsible for protecting air quality in the San Francisco Bay Area. The Air District is tasked with regulating stationary sources of air pollution in the nine counties that surround San Francisco Bay: Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, southwestern Solano, and southern Sonoma counties. It is governed by a 24-member Board of Directors composed of locally elected officials from each of the nine counties. The Air District’s mission is to improve air quality to protect public health, reduce historical and current environmental inequities, and mitigate climate change and its impacts.

  The Air District aims to achieve its mission through many strategic goals, including: reducing and eliminating health problems caused by air pollution, achieving and maintaining air quality standards, leading the Bay Area’s efforts to fight global climate change, creating high-quality regulatory programs, and applying environmental best practices in all operations. To do so, the Air District regulates air pollution emissions from stationary emission sources such as factories, refineries, and power plants, and from smaller facilities like gas stations and dry cleaners. The Air District ensures that such facilities comply with air pollution laws and regulations, provides incentives to replace older, higher-emitting vehicles and equipment with cleaner alternatives, and gives grants and provides outreach to encourage healthy clean air choices by businesses and consumers. The Air District implements these efforts with an equity focus, aiming to reduce air quality disparities and promote environmental justice by targeting local air pollution in overburdened communities.

• PROJECT DESCRIPTION —

  The Air District seeks a qualified contractor to evaluate, maintain, repair, and ensure proper operation of two (2) existing motorized vehicle gates located at an Air District facility on an as-needed basis. The work includes diagnostic evaluation, preventive maintenance, component replacement as necessary, and testing and commissioning.

• Project —

  The Air District seeks a qualified contractor to evaluate, maintain, repair, and ensure proper operation of two (2) existing motorized vehicle gates located at an Air District facility. The work includes diagnostic evaluation, preventive maintenance, component replacement as necessary, and testing and commissioning. The resulting contract will be for a three (3) year term with two (2) optional one (1)  year extensions.

• Submittal of Bids —

  All bids must be submitted in accordance with the specifications set forth in this IFB. Failure to adhere to these specifications may be cause for the rejection of the bids.

  1. Deadline – All bids are due before 5:00 pm Pacific Time, Monday, June 29, 2026. Bids will be unsealed electronically at that time.
  2. Portal link: https://procurement.opengov.com/portal/baaqmd.
  3. Submittal – Bids must be submitted electronically through the Portal. Electronic submissions submitted via the Portal will be acknowledged with a confirmation email receipt. Respondents will also see the status of their bids showing as "Submitted" within OpenGov Procurement upon successfully submitting. Late bids will not be accepted. Any correction or re-submission of bids will not extend the submittal deadline.
  4. Modifications – Once submitted, bids, including the composition of the contracting team, may be altered up until the deadline by "unsubmitting" the bids from the Portal and re-submitting the bid with modifications prior to the deadline. After "unsubmitting" a bid, it must be re-submitted before the deadline or it will not be considered. Bids may not be modified after the deadline.
  5. Encrypted or password protected files are prohibited. Bidders assume all risks and are solely responsible for ensuring the Air District is able to access, open, and download file(s) attached to their bid. If the Air District is unable to access or open any file(s) associated with the electronic submission, the Air District will consider those file(s) as not submitted. Bidders are cautioned to ensure that the files attached to the bid are complete. 
  6. Uploading large documents may take significant time, depending on the size of the file(s) and internet connection speed. Bidders should plan sufficient time before the deadline to finalize their submissions and complete the uploading process. Bidders will not be able to submit documents after the deadline.
  7. Grounds for Rejection – A bid may be rejected if it arrives after the deadline, is not in the prescribed format, or is not submitted by an individual authorized to represent the firm.
  8. Disposition of the Bids– All responses to this IFB become property of the Air District and will be kept confidential until a recommendation for award of a contract has been announced. Thereafter, submittals are subject to public inspection and disclosure under the California Public Records Act. If a respondent believes that any portion of its submittal is exempt from public disclosure, it may mark that portion “confidential.” The Air District will use reasonable means to ensure that such confidential information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Bids marked “confidential” in their entirety will not be honored, and the Air District will not deny public disclosure of any portion of submittals so marked.
     
     By submitting a bid with portions marked “confidential,” a respondent represents it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act and agrees to reimburse the Air District for, and to indemnify, defend, and hold harmless the Air District, its officers, employees, and agents, from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs, and expenses, including without limitation, attorneys’ fees, expenses, and court costs of any nature whatsoever, arising from or relating to the Air District’s non-disclosure of any such designated portions of a bid.
• SCOPE OF WORK —

  The selected Contractor shall furnish all labor, materials, tools, equipment, supervision, and incidentals necessary to complete the work. All work shall be performed in accordance with applicable codes, manufacturer requirements, and industry best practices.

   

  The work includes, but is not limited to, the following:

  1. Evaluation and Diagnostics
     1. Conduct a comprehensive evaluation and diagnostic assessment of existing gate operating mechanisms to determine overall condition, functionality, and required repairs or replacements.
  2. Preventive Maintenance
     1. Perform preventive maintenance services for two (2) existing motorized gates, including inspection, lubrication, adjustment, and cleaning of mechanical and electrical components.
  3. Gate Chain Replacement
     1. Provide and install new gate chains for both gates.
  4. Repairs and Component Replacement
     1. Furnish and install replacement components as determined necessary based on the evaluation, which may include, but are not limited to:
        1. One or more gate motors:
           1. Electrical parts and wiring

           2. Logic/control boards

           3. Gear kits

           4. Safety sensors and related devices

  5. Electrical and Mechanical Adjustments
     1. Perform all required electrical and mechanical adjustments to ensure reliable, safe, and proper operation of the gates.
  6. Remote Controls
     1. Provide and program ten (10) remote control fobs compatible with both gates.
  7. Testing and Commissioning
     1. Test, commission, and verify proper and safe operation of both gates upon completion of all work, including confirmation that all safety features function as intended.
• Interviews —
  1. The Air District, at its option, may interview bidders. The interviews will be for the purpose of clarifying the bids.
  2. Submittal of new bids material at an interview will not be permitted.
  3. Interviews may involve a presentation and/or a question-and-answer session.
  4. Interview teams should be representative of the project team.
• Underwriters Laboratories (UL) 325 / American Society for Testing and Materials (ASTM) F2200 requirements for new slide gate operator installation: —

  If the Work includes installation or replacement of any slide gate operator (motor/operator assembly, control board, or other operator components constituting a new operator installation), the Contractor shall provide a complete automated slide gate system that complies with UL 325 (Door, Drapery, Gate, Louver, and Window Operators and Systems) and ASTM F2200 (Automated Vehicular Gate Construction), as applicable.

  At a minimum:

  1. The operator shall be listed/labeled by a Nationally Recognized Testing Laboratory (NRTL) (e.g., UL/ETL/CSA) for the slide gate application;
  2. The Contractor shall perform and document a site safety evaluation identifying all entrapment zones (including the gate opening, leading/trailing edges, and pinch points between the moving gate and adjacent fence/posts) and required protections;
  3. Provide, install, and verify operation of required inherent and external monitored entrapment protection per the operator manufacturer’s instructions and UL 325, including protection in both directions of travel (open and close). Unless the manufacturer’s instructions and the Air District approve a different configuration, provide at least two (2) independent monitored means of entrapment protection, with at least one (1) being a Type B1/B2 external device (e.g., monitored photoelectric sensor(s) and/or monitored contact edge(s)) arranged to protect the primary entrapment zones for a slide gate;
  4. Provide required guarding/barriers (including pinch-point guards and roller covers, as applicable), warning signs/labels, and control placement required for compliance with ASTM F2200 and UL 325; and
  5. Demonstrate and document functional testing of all safety devices and the operator’s response (stop/reverse as applicable), including verification that monitored devices report a fault and prevent operation when disconnected, blocked, or otherwise inoperable. Bypassing, disabling, or defeating monitored safety-device functions is prohibited.

Submission Requirements

• Technical Proposal
• Contact Information (required) —

  Provide the following information about the firm:

  • Address and telephone number of office nearest to San Francisco, California and the address and phone number of the office that each of the proposed staff members are based out of if different
  • Name of firm’s representative designated as the contact and email address
  • Name of project manager, if different from the individual designated as the contact
• References (required) —

  Provide a minimum of three (3) references of other, similar projects including company name or government entity, contact name, title, phone number and e-mail address for all references listed. For each reference, include a description of services provided and dates the services were provided.

• Project Organization (required) —

  Describe the proposed management structure, program monitoring procedures, and organization of the proposed team. Provide a statement addressing your firm’s ability and willingness to commit and maintain staffing to successfully conclude the project on the proposed project schedule.

• Assigned Personnel (required) —

  Provide the following information about the staff to be assigned to the project:

  • List all key personnel assigned to the project by level and name. Provide a description of their background, along with a summary of their experience in providing similar services for governmental agencies, and any specialized expertise they may have. Background descriptions can be a resume, curriculum vitae, or summary sheet. Substitution of project manager or staff will not be permitted without prior written approval of the Air District’s assigned program manager.
  • Provide a statement of the availability of staff in any local office with requisite qualifications and experience to conduct the requested project.
  • Provide a statement of education and training programs provided to, or required of, the staff identified for participation in the project. Make particular mention of, with reference to, experience dealing with governmental agencies, procedures, and environmental regulations.
• Retention of Working Papers (required) —

  All working papers are the property of the Air District. Proposer hereby acknowledges that if Proposer's firm is awarded the contract, firm will retain project related papers and related reports for a minimum of five (5) years.

• Subcontractors (required) —

  List any subcontractors that will be used and be sure to provide the following for each subcontractor:

  • Subcontractor Name
  • Work to be performed by Subcontractor
  • Total number of hours or percentage of time subcontractor will spend on the contract.
• Conflict of Interest (required) —

  Address possible conflicts of interest with other clients affected by contractors’ actions performed by the firm on behalf of the Air District. The Air District recognizes that prospective bidders may have contracts to perform similar services for other clients. Include a complete list of such clients for the past three (3) years with the type of work performed and the total number of years performing such tasks for each client. The Air District reserves the right to consider the nature and extent of such work in evaluating the proposal.

• GenAI Use and Reporting (required) —

  “Generative AI (GenAI)” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system's training data (Gov. Code § 11549.64.). Proposers must include a statement disclosing:

  • Whether GenAI was used in the preparation of the proposal submission; and
  • Whether GenAI is anticipated to be used in the performance of any work under the resulting contract.

  If GenAI will be used during contract performance, the proposal must include a brief description of its use.

  If awarded a contract, all work performed must comply with applicable state, federal, and local laws and regulations, including any restrictions or disclosure requirements related to the use of GenAI.

• Copy of Required License(s) or Certification(s) (required) —

  Please upload a copy of your Contractors licenses/certifications, including:

  1. C-61 Limited Specialty license with a D-28 (Doors, Gates, and Activating Devices)
• California State Licensing Board Number (required) —

  Please enter your license number with the CSLB for:

  1. C-61 Limited Specialty license with a D-28 (Doors, Gates, and Activating Devices)
• California Department of Industrial Relations Registration (required) —

  Solely for the purpose of verification. Please enter your Public Works Contractor Registration Number. This will be verified against the state database for the Department of Industrial Relations Registration.

  In 2014, the California legislature enacted several laws impacting public works contracting. Senate Bill 854 (SB 854) creates changes in the way DIR monitors prevailing wage requirements. All contractors and subcontractors must register with the DIR and meet DIR requirements before bidding on public works contracts in California. No contractor or subcontractor may be awarded a contract for public work or public works project unless registered with the DIR.  

  Public Work Contractors/Subcontractors can register with the DIR at 

  https://services.dir.ca.gov/gsp?id=dir_contractors&table=x_cdoi2_letf_core_contractor_lookup&filter=&spa=1&p=1&o=contractor_last_name&d=desc

• DIR Registrations (required) —

  Please upload a copy of all required DIR registrations for the prime and all subcontractors.

  In 2014, the California legislature enacted several laws impacting public works contracting. Senate Bill 854 (SB 854) creates changes in the way DIR monitors prevailing wage requirements. All contractors and subcontractors must register with the DIR and meet DIR requirements before bidding on public works contracts in California. No contractor or subcontractor may be awarded a contract for public work or public works project unless registered with the DIR.  

  Public Work Contractors/Subcontractors can register with the DIR at www.dir.ca.gov/Public-Works/.

• Self-Certification for Local Business or Green Business —

  If applicable, include a statement self-certifying that your firm qualifies as a local business and/or certified green business. “Local business” means that a firm’s headquarters is located within the nine counties of the Air District’s jurisdiction. A green business must be certified by a government agency or independent private rating organization.

• Cost Proposal
• Cost Proposal and Fees (required) —

  Upload your cost proposal and list of fees here. Be sure to include the following:

  • List the fully-burdened hourly rates and the total number of hours estimated for each level of professional and administrative staff to be used to perform the tasks required by this RFP. In addition, costs should be estimated for each of the components of the Scope of Work.
  • List of anticipated reimbursable expenses, such as expenses for travel, presentation materials, supplies, deliveries, black/white and color printouts and copies, faxes, photo scans, copywriting and copyediting services and the rate charged for each.
  • Any other fees or charges.
• Submittal Confirmation
• Additional Information (if needed) —

  For any additional information requested or required by any of your previously provided answers or as stated within this RFP please upload the additional documentation here.

  This includes any other essential data that may assist in the evaluation of your proposal.

  NOTE: DO NOT INCLUDE ANY COST INFORMATION HERE

• Submittal Confirmation (required) —

  Proposer hereby certifies that all information provided within this proposal is accurate to the best of their knowledge. Proposer acknowledges that they have examined and carefully studied all Contract Documents and any Addenda and that they have provided any necessary proof of their authority to submit a proposal on behalf of the Company Name stated on the proposal thereby committing the Company to the information contained within.

• Brief Description of Services (required) —

  Briefly describe the services within which you are looking for qualified service providers.

  Provide your response in a format as if filling in the highlighted blank of the statement below:

  The Bay Area Air Quality Management District (“Air District”) seeks proposals from qualified firms to provide _____________________.

• Budget? (required) —

  Has the Air District established a budget for this project?

• Budget Amount (required) —

  What is the established budget amount for this project?

  NOTE: Please input just the number. Do not type the "$"

• Project Location? (required) —

  The full address of the Project Location.

• Local/Green Business (required) —

  Is local/green business criteria applicable to this RFP?

• Technical Proposal Format (required) —

  Select all pieces of the technical proposal that you wish to require. You will be given the ability to modify existing requirements and add any additional requirements as necessary for this individual RFP by updating the Proposal Format, Content, and Submittal (Vendor Questionnaire) section.

• Cost Proposal Format (required) —

  Do you wish to utilize the electronic pricing table available within OpenGov Procurement? Do you wish to obtain a full breakdown of fees and other costs submitted by Proposers within the Vendor Questionnaire? You may choose to use both if you wish.

  An example of when you may wish to use both is to obtain consistent pricing for a project through the electronic pricing table for an easier evaluation process but you may also wish to receive a more in depth breakdown via an uploaded file as well.

• Evaluation Criteria (required) —

  Select the evaluation criteria that you will be applying to the review and scoring of the proposals received in response to this RFP. The evaluation committee will be scoring all criteria that you select here and any additional criteria you add to this individual RFP. You may add additional criteria and modify the options for these later in the creation process.

• Applicable Contract? (required) —

  Which contract type is the applicable type that will be awarded as a result of this RFP?