HomeMy WebLinkAboutBID - 6057 MOVING SERVICES POLICE (3)CITY OF FORT COLLINS
A& INVITATION TO BID
it . c cart o) BID 6057
Moving Services -Police Facility
BID OPENING: 3:00 P.M. (our clock), July 18, 2007
The City of Fort Collins is requesting bids from qualified moving contractors for the purpose of
relocating the Police Department from their present sites to the new Police Services Facility located
at 2221 Timberline Road, Fort Collins, CO. This proposal will be for moving various office and other
equipment and approximately 250 employees' belongings that will be completed through a series of
3 phases, in July/August 2007.
Sealed bids will be received and publicly opened at the office of the Director of Purchasing and Risk
Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the
time and date noted on the bid proposal and/or contract documents. If delivered, they are to be
sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is
P.O. Box 580, Fort Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 3:00 p.m. (our clock), July 18, 2007.
Questions concerning the scope of the bid should be directed to Project Manager Ron Kechter,
(970) 221-6805.
Questions regarding bid submittal or process should be directed to David M. Carey, CPPB, C.P.M.
Buyer (970) 416-2191.
A copy of the Bid may be obtained as follows:
Download the Bid from the Purchasing Webpage, Current Bids page, at:
https://secure2.fcqov.com/bso/login.jsp.
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with the legal
capacity to bind the company to.the agreement. Bids may be withdrawn up to the date and hour set
for closing. Once bids have been accepted by the City and closing has occurred, failure to enter
into contract or honor the purchase order will be cause for removal of supplier's name from the City
of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may
also pursue any remedies available at law or in equity. Bid prices must be held firm for a period of
forty-five (45) days after bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained
in the City's specifications initially provided to the bidder. Any proposed modification must be
accepted in writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly
identified by the bid number and bid name contained in the bid proposal.
215 North Mason Street • 2"d Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 www.fci!ov.com
14. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its officers,
agents and employees against and from any and all actions, suits, claims, demands or
liability of any character whatsoever brought or asserted for injuries to or death of any
person or persons, or damages to property arising out of, result from or occurring in
connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an additional
insured under this Agreement of the type and with the limits specified within Exhibit B,
consisting of one (1) page, attached hereto and incorporated herein by this reference. The
Service Provider before commencing services hereunder, shall deliver to the City's Director
of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy
of a certificate evidencing the insurance coverage required from an insurance company
acceptable to the City.
15. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
16. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
17. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all
Contractors whose performance of work under this Agreement does not involve the delivery of a
specific end product other than reports that are merely incidental to the performance of said work.
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Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that:
a. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien; and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th Congress, as
amended, and expanded in Public Law 156, 108th Congress, as amended,
administered by the United States Department of Homeland Security (the "Basic
Pilot Program") in order to confirm the employment eligibility of all newly hired
employees.
b. Contractor shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this Agreement.
C. Contractor shall continue to apply to participate in the Basic Pilot Program and shall
in writing verify same every three (3) calendar months thereafter, until Contractor is
accepted or the public contract for services has been completed, whichever is earlier. The
requirements of this section shall not be required or effective if the Basic Pilot Program is
discontinued.
d. Contractor is prohibited from using Basic Pilot Program procedures to undertake
pre -employment screening of job applicants while this Agreement is being performed.
e. If Contractor obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Contractor shall:
1. Notify such subcontractor and the City within three days that Contractor has
actual knowledge that the subcontractor is employing or contracting with an illegal
alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor does not
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cease employing or contracting with the illegal alien; except that Contractor shall not
terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
f. Contractor shall comply with any reasonable request by the Colorado Department of
Labor and Employment (the "Department") made in the course of an investigation that the
Department undertakes or is undertaking pursuant to the authority established in
Subsection 8-17.5-102 (5), C.R.S.
g. If Contractor violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Contractor shall be liable for actual and consequential
damages to the City arising out of Contractor's violation of Subsection 8-17.5-102, C.R.S.
h. The City will notify the Office of the Secretary of State if Contractor violates this
provision of this Agreement and the City terminates the Agreement for such breach.
18. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of
( ) pages, attached hereto and incorporated herein by this reference.
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CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
CORPORATE SECRETARY
(Corporate Seal)
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EXHIBIT B
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under this
bid, the Service Provider shall furnish the City with certificates of insurance showing the type,
amount, class of operations covered, effective dates and date of expiration of policies, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may
take out and maintain, at the expense of the Service Provider, such insurance as the City may
deem proper and may deduct the cost of such insurance from any monies which may be due or
become due the Service Provider under this Agreement. The City, its officers, agents and
employees shall be named as additional insureds on the Service Provider's general liability and
automobile liability insurance policies for any claims arising out of work performed under this
Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged in work
performed under this agreement:
Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during
the life of this Agreement such commercial general liability and automobile liability insurance
as will provide coverage for damage claims of personal injury, including accidental death, as
well as for claims for property damage, which may arise directly or indirectly from the
performance of work under this Agreement. Coverage for property damage shall be on a
"broad form" basis. The amount of insurance for each coverage, Commercial General and
Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property
damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under this
Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
No proposal will be accepted from, or any purchase order awarded, to any person, firm or
corporation in default on any obligation to the City.
Bids must be furnished exclusive of any federal excise tax, wherever applicable.
Bidders must be properly licensed and secure necessary permits wherever applicable.
Bidders not responding to this bid will be removed from our automated vendor listing for the subject
commodities.
The City may elect where applicable, to award bids on an individual item/group basis or on a total
bid basis, whichever is most beneficial to the City. The City reserves the right to accept or reject
any and all bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or
is seeking to do business with the City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight
charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not
entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with
the City's purchasing restrictions. A copy of the resolutions is available for review in the Purchasing
Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported
to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is
not a collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed, self -stamped
envelope and a bid tally will be mailed to you. Bid results will be posted in our office 7 days after
the bid opening.
James B. O'Neill ll, CPPO, FNIGP
Director of Purchasing and Risk Management
CITY OF FORT COLLINS
BID PROPOSAL
6057 Moving Services -Police Facility
Bid Opening: July 18, 2007, 3:00 P.M. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR
MOVING SERVICES PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS:
The City of Fort Collins is requesting bids from qualified moving contractors for the purpose of
relocating the Police Department from their present sites to the new Police Services Facility located
at 2221 Timberline Road, Fort Collins, CO. This proposal will be for moving various office and other
equipment and approximately 250 employees' belongings that will be completed, through a series
of 3 phases, in July/August 2007.
The new building is a three (3) story building with approximately 100,000 square feet. It has three
(3) passenger elevators that service both second and third floors.
1. ORIGIN BUILDINGS
Personnel and equipment will be moving out of the following locations:
1. 300 LaPorte Avenue, with elevator
2. 222 LaPorte Avenue, ground level
3. 230 LaPorte Avenue, ground level
4. 215 North Mason Street, with elevator
5. 208 North Howes Street, ground level
6. 220 North Howes Street, ground level
7. 300 North Howes Street, ground level
8. 330 North Howes Street, ground level
9. 835 Wood Street, ground level
10. 2554 Midpoint Drive, ground level
2. PROJECT SCHEDULE
• A move "sequence" has been provided by Police Services.
• Appendix "A" provides the order in which divisions will be moved and the approximate
number of boxes at each location.
3. ITEMS TO BE MOVED
• Appendix "A" lists the approximate number of boxes to be sealed, labeled and moved.
• The selected moving company shall be responsible for moving all PC's, printers, faxes
and general office equipment.
o Appendix "B" provides a listing of printers, faxes and general office equipment.
■ A minimum 62 PC Towers and 72 Lap Top Docking Stations with Monitor
and Keyboard with each.
■ All equipment to be moved will be disconnected by others.
■ The cords and connections from the equipment will be placed in a
separate box or container.
• Moving of existing cubicle furniture and conference room furniture will not be considered
a part of this bid.
• All copiers will be moved by the copier vendors.
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4. COORDINATION WITH THE CITY
• The selected moving company will coordinate all moving requirements with the City's
Project Manager, to include providing adequate building protection and adequate space
in parking lot for anticipated trucks, etc.
5. BUILDING PROTECTION
• Masonite shall be required at both origin and new building destination points for all lobby
floor areas, elevators, secondary and main traffic corridors. All masonite shall be taped
and secured during the entire move.
• Padding, corner, and wall protection is required around main door frames, along main
corridors and in elevators. The mover shall use special blue painter's tape to prevent
removal of paint from walls or frames.
• All protection shall be in place before moving starts and removed by each Saturday, 12
noon phase.
MOVE PROCESS
• Meetings: The Account Manager for the selected mover shall be required to attend any
and all pre -move coordination meetings with the project team as required. It is
estimated that 5 meetings will take place.
• Labels: The selected mover will provide the City's Project Manager with moving
instructions and labels, as required, with a label color scheme.
• Boxes: The selected mover will supply moving boxes and special cable boxes or
containers as required to each Origin building. A contact name and location plan at all
sites will be provided at a later date.
• Tape: The selected mover will supply box sealing tape, for the approximate number of
boxes to be supplied per Appendix "A", to each Origin building.
• Cube Numbers: The selected mover will post room and cubicle numbering sheets
outside each cubicle and office. Drawings will be provided.
• Building Conditions: A representative from the selected company shall walk the origin
locations and the new building with the City's Project Manager to note and document
any pre-existing damage to buildings. Any damage over and above what is noted will be
repaired by the owner's Contractor at the moving company's expense.
GENERAL
• Boxes (stacked no higher than 4) and miscellaneous items shall be located on the floor
in designated locations with moving tags visible to the future occupant. No boxes shall
be placed on top of furniture (with exception of the cable boxes) on windowsills, or other
pieces of equipment. Cable boxes are to be placed on the desktop.
• All computer equipment, to include large network printers, shall be packed and loaded
into equipment carts by the mover and verified that computer equipment is properly
labeled. If no label is present, mover shall affix a label.
• During the course of the move, the moving company shall designate two (2) people to
work with the City's Project Manager to address any miscellaneous move issues as they
arise.
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ACCOUNT MANAGEMENT
• Responsibility: The moving company shall assign an Account Manager to oversee this
project. The Account Manager shall be the direct interface with the City's Project Manager
and shall be responsible for the quality of all work performed. The Account Manager shall
be ultimately responsible for the resolution of any move -related issues.
• Availability: The Account Manager and/or a designated alternate shall be available during
each phase of the move to respond to emergencies and to address performance problems
that may require immediate attention.
BID REQUIREMENTS
• Contractor will be required to bid local transportation charged to include number and size of
trucks to be utilized and number of personnel required to complete each move.
• Contractor must complete and submit the Bid Form.
• The Contractor must be properly licensed and insured.
• Contractor must conduct background screening through a 3rd party investigating firm for any
personnel who needs access to City facilities to complete each move. Contractor must
provide the City's Representative with a copy of the report results for each person seeking
clearance. The City may deny clearance to any personnel who meets any of the following
criteria:
a) Has an active criminal arrest warrant.
b) Has a felony arrest or conviction.
c) Has a drug -related misdemeanor or a petty offense conviction.
d) Has a non -drug -related misdemeanor or a petty offense conviction within the past three
(3) years.
e) Is a suspect in an active criminal investigation.
f) Was previously terminated from employment by the City of Fort Collins.
g) Is determined to be a threat to the safety of persons or property or to the confidentiality
of City information.
• All Evidence items moved will be moved in a trailer/container locked with a banded seal.
• Packing materials must be included on the Bid Form.
• Packing materials must be delivered to each origin building a minimum of two (2) weeks
prior to their move date.
• Contractor will be required to pack and move all computer equipment, and have
employees with necessary training/experience moving computer type equipment.
• Provide list of type packing material and containers to be used.
• List credit for boxes which will be broken down and returned after the move is completed.
• The bid should be provided on a fixed rate basis. The award of bid will be such that a
Services Agreement will be issued for a "NOT TO EXCEED" total amount.
• Awarded contractor must sign the Service Agreement (see attached example) and name
the City of Fort Collins as an additional insured per Exhibit "B".
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6057 Moving Services -Police Facility
BID FORM
Bid# 6057 Moving Services -Police Facility
# Items
A. Items to be Moved
Cost/item
Total Cost
62
Computer Towers w/ Monitor, Keyboard, Cords
72
Docking Stations w/ Monitor, Keyboard, Cords
227
Small Boxes
1012
Lar a Boxes
39
XL Boxes
154
Cube Boxes
4000
Small Cube Boxes
204
Lar a Flat Boxes
4
Faxes
8
Barcode Scanners/Printers
3
Refrigerator/Freezers
2
S acesaver Cabinets
4
Scanners
12
Desktop Printers
Subtotal Cost A 1 $0.00
B. Supplying
Cost/item
Total Cost
227
Small Boxes
1012
Large Boxes
39
XL Boxes
154
Cube Boxes
204
1
Large Flat Boxes
Subtotal Cost B 1 $0.00
C. Credit for Returned Boxes
$/Item
Total Cost
205
Small Boxes
910
Large Boxes
35
XL Boxes
140
Cube Boxes
180
Large Flat Boxes
Subtotal Cost C 1 $0.00
Total Cost (Not to Exceed) A+B-C 1 $0.00
Firm Name:
Signature: _
Print Name:
Address:
Phone: Fax:
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of pages and
incorporated herein by this reference.
2. Contract Period. This Agreement shall commence and shall continue in full
force and effect until , unless sooner terminated as herein provided.
3. Delay. If either party is prevented in whole or in part from performing its obligations
by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the
party so prevented shall be excused from whatever performance is prevented by such cause. To
the extent that the performance is actually prevented, the Service Provider must provide written
notice to the City of such condition within fifteen (15) days from the onset of such condition.
4. Early Termination by City/Notice. Notwithstanding the time periods contained herein,
the City may terminate this Agreement at any time without cause by providing written notice of
termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to
the termination date contained in said notice unless otherwise agreed in writing by the parties. All
notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to
the following addresses:
City: Service Provider:
City of Fort Collins
Attn: Purchasing
PO Box 580
Fort Collins, CO 80522
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In the event of early termination by the City, the Service Provider shall be paid for services rendered
to the date of termination, subject only to the satisfactory performance of the Service Provider's
obligations under this Agreement. Such payment shall be the Service Provider's sole right and
remedy for -such termination.
5. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, per the attached Exhibit "A", consisting
of pages, and incorporated herein by this reference.
6. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the services provided under this agreement. All requests concerning
this agreement shall be directed to the City Representative.
7. Independent Service provider. The services to be performed by Service Provider are
those of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any
other purpose.
8. Personal Services. It is understood that the City enters into the Agreement based on
the special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
9. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any
of the services shall not be construed to operate as a waiver of any rights or benefits provided to
the City under this Agreement or cause of action arising out of performance of this Agreement.
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10. Warranty.
(a) Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the
most suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials, equipment
and labor, against defects and nonconformances in design, materials and
workmanship/workwomanship for a period beginning with the start of the
work and ending twelve (12) months from and after final acceptance under
the Agreement, regardless whether the same were furnished or performed
by Service Provider or by any of its subcontractors of any tier. Upon receipt
of written notice from City of any such defect or nonconformances, the
affected item or part thereof shall be redesigned, repaired or replaced by
Service Provider in a manner and at a time acceptable to City.
11. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default thereof.
12. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the non
defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because
of the default.
13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
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