HomeMy WebLinkAboutBID - 5282 ELEVATOR MAINTENANCE REPAIRCity of Fort Collins
Adminis..ative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5282
ELEVATOR MAINTENANCE AND REPAIR CONTRACTOR (ANNUAL)
BID OPENING: MAY 5, 1998, 3:00pm (our clock)
Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and
Risk Management, PO Box 580, 256 West Mountain Avenue, Fort Collins, Colorado 80522, at the
time and date noted on the bid proposal and/or contract documents.
Bids must be received at the Purchasing Office prior to 3:00pm (our clock), May 5, 1998.
A copy of the Bid may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document # 5282.
2. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.ci.fort-collins.co.us\CITY_HALL\PURCHASING then via the
Current Bids pushbutton.
3. Come by Purchasing at 256 W. Mountain Ave., 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 Bids may be withdrawn up to the date and hour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.
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.
256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
Method of Award
Pricing must come from the Bid Schedule, page 6 and 7. Award will be based upon a combination
of the following:
• A total of one maintenance service cost for each different elevator manufacturer
• 4 hours of regular rate Mechanics' labor for repair
• 2 hours of overtime rate Mechanics' labor for repair
• Material invoices (copies)must be included with appropriate mark up on materials, if any.
1. One inspection/maintenance service call for
Dover Elevator
$
Westinghouse Elevator
$
Montgomery Elevator
$
Shindler Elevator
$
Sub -Total
2. Mechanics' regular rate $ X 4 hours =
3. Mechanics' overtime rate $ X 2 hours =
4. $165.00 materials X Service Provider mark-up
5. $600.00 materials X Service Provider mark-up
AWARD GRAND TOTAL ( total of 1 through 5)
FIRM NAM
SIGNATURE
ADDRESS
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Phone
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
.y_0raa
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Acceptance _
User
Service Provider agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Services Agreement
between the parties. In the event of a conflict
between or ambiguity in the terms of the Services
Agreement and this work order (including the
attached forms) the Services Agreement shall
control.
Service Provider
Date:
WOSA 10/97
The attached forms consisting of _ (_) pages
are hereby accepted and incorporated herein by
this reference, and Notice to Proceed is hereby
given.
City of Fort Collins
By:
Date:
EXHIBIT D
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.
WOSA 10/97
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 their dependent or person residing in
and sharing the expenses of their household, shall have a financial interest in the sale to the City
of any real or personal property, equipment, material, supplies or services. This rule also applies
to subcontracts with the City. This shall not apply to members of any authority, board, committee
or commission of the city, other than the members of the City Council. 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. Any vendor knowing of
this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk
Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with.
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 are available for review in the
Purchasing Office or the City Clerk's Office.
Cement restrictions: City of Fort Collins Resolution 91-121 requires that suppliers and producers
of cement or products containing cement to certify that the cement was not made in cement kilns
that burn hazardous waste as a fuel.
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.
o ►� `cL
es B. O'Neill Il, CPPO
ector of Purchasing and Risk Management
CITY OF FORT COLLINS
BID PROPOSAL
BID#5282
BID OPENING: MAY 5. 1998. 3:00 p.m. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR
ELEVATOR MAINTENANCE AND REPAIR Contractor (Annual) PER THE BID INVITATION
AND ANY REFERENCED SPECIFICATIONS:
Service Provider will supply experienced and certified elevator maintenance and inspection on a
variety of make and model elevators for a stipulated (per service) price; provide elevator repair
labor at an hourly rate; and supply parts with appropriate mark up on materials, if any.
Emergency services will be required with a response time of not more than sixty (60) minutes after
notification by Customers' Representative. Specific services that may be required, but are not
necessarily limited to, include the following;
1.) Examine , clean, lubricate, adjust, and when conditions warrant, repair or replace the
following: pumps, valves, motors, controllers, and parts thereof to include; bearings,
windings, coils, rotating elements, contacts and relays, resistors and contractors, packing,
drive belts, strainers and mufflers, and above ground piping.
2.) Lubricate guide rails except where roller guides are used.
3.) Replace guide shoe gibs or rollers when conditions warrant.
4.) Repair or replace control cables when conditions warrant.
5.) Re -lamp signals as required.
6.) Examine, clean, lubricate, adjust, and when conditions warrant, repair or replace the
following safety devices: interlocks and door closers, buffers, limit, landing and slowdown
switches, door protective devises, and alarm bells.
7.) Conduct pressure relief valve tests as required by American National Standards
Institute/American Society of Mechanical Engineers (ANSI/ASME A17.1, "Safety Code for
Elevators and Escalators."
8.) Examine, lubricate, adjust, and when conditions warrant, repair or replace the following
accessory equipment: car and corridor operating stations, car and corridor hangers and
tracks, door operating devices, door gibs and car fan.
9.) Clean elevator hatch equipment, including rails, inductors, hatch door hangers, tracks and
related devices, switches, buffers, and car tops.
1. Definitions:
A. The term elevator, as used in these documents, includes all components required to
constitute a complete and usable elevator devise, but excluding smoke and fire
sensors not specifically a part of the elevator controls, main lines, power
switches, breakers and feeders to controller and structural components of the
building in which the elevator is installed.
B. The term "maintenance" as used in these documents, refers to a scheduled, cyclical,
system of inspection, adjustment, lubrication, and cleaning required to sustain the
usability and reliability of the component elevator system.
C. The term "repair" as used in these documents, refers to restoration , or replacement of
a failed or worn out part or component.
2. Manufacture (make) and Location of elevators:
A. Elevators to be included in these services are identified as:
1. Three (3) Dover elevators; two (2) Westinghouse elevators, one (1) Montgomery
elevator; and four (4) Schindler elevators, for a total of ten (10) elevators located
in various buildings within the city limits of Fort Collins, Colorado.
2. Specific building address for each elevator is identified in the Bid Schedule.
3. Service Provider to:
A. Provide experienced and certified maintenance and repair, on all elevators specified,
as set out in specific work orders.
B. Carry insurance levels as indicated in attached Service Agreement.
C. Clean up the job site at the end of each service or repair.
D. Obtain any needed permits for maintenance or repair work.
E. Provide proof of personnel qualifications, to include, but not limited to: copies of
licenses, school certificates, and three business letters of reference including contact
person and telephone numbers.
F. Provide evidence of having adequate and sufficient equipment to perform quality services.
G. Maintain a local telephone number, or 800 number, and must be able to be contacted by
telephone twenty-four hours each day; and by FAX transmission during prescribed
business hours.
H. Conduct evaluations of equipment performance, including car speed, door operation,
riding quality, car leveling, and overall system operation. These evaluations will be
conducted during a regularly scheduled maintenance visit with the results of the
evaluations documented and reported to the appropriate City Representative.
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4. Bidder Qualification:
A. Must have five (5) years experience in maintenance and repair of elevator equipment
under the current name of the bidders' firm.
B. Must have adequate staff, equipment, tools, and service vehicles to be able to comply
with the contract provisions. (Special note: Schindler Special Test Equipment) In
order to work on Schindler elevators, the Contractor will need a "Schindler "service
tool. This devise plugs into the elevator controller and allows the service man to adjust
door open/close speeds, adjust self timers, program elevator commands, run test
commands to different components, and check other operational parameters. In the
event power is lost and the back-up battery fails, this tool is required to reprogram the
elevator. Contractor must show proof of ownership of this tool and demonstrate
familiarity with its' use. Contractor must use this tool on Schindler elevators when
appropriate.
C. Provide the names of three (3) references that can verify consistent experience in
elevator maintenance and repair, for each make of elevator referenced in this
document, for a period of at least two (2) years.
D. Must designate one primary technician to be assigned to this project. One
additional person will be assigned as back-up in the event of non -availability of the
primary technician. Names and qualifications of the specified primary and back-up
technicians must be submitted as part of the bid.
5. Scheduled Maintenance Service:
A. Scheduled maintenance service for each elevator shall be provided every odd
numbered month. (Six times per year)
6. Emergency Services:
A. Emergency repair services will be made available to the facility within sixty (60)
minutes after notification by the appropriate City Representative.
B. Emergency repair services to the equipment will be charged at the hourly rates set forth
in the Bid Schedule.
7. Work Order and Invoicing Procedure:
A. A signed work order is the Contractors' notice to proceed. The Contractor will perform
no work without a dully executed work order except in an emergency situation.
(emergencies are: determined by the appropriate City Representative)
B. The City Representative will issue a work order for all maintenance
services annually, or separately, for each maintenance service, at his discretion.
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C. The City Representative will issue a work order for repair work on an
individual occurrence basis. The City Representative may issue a field directive
verbally for emergency work only. Such a field directive will be followed up with an
appropriate work order at the earliest convenient time within the following seven (7)
day period.
D. Job estimates for repair must be submitted on a unit price basis consistent with the
prices established in the Methods of Award/Bid Schedule Section.
E. Contractor will invoice for all repair jobs completed on a unit price basis consistent with
the prices established in the Methods of Award/Bid Schedule Section. Material invoices
(copies)must be included with including appropriate mark up on materials, if any.
F. Invoices shall include the following information when appropriate to the service
rendered:
1. Name of City Representative requesting service
2. Facility name and address
3. Make, model, serial number of equipment
4. Reported problem, if any
5. Description of performance
6. Diagnosis of trouble, if any
7. Probable cause of malfunction, if any
8. Corrective action necessary
9. Listing of materials used (if any) including:
a. price of each item
b. make, model, serial number (if applicable) of item(s) replaced
c. indicate if part is under warranty
d. warranty expiration date
10. Hourly rate for repair and number of hours worked; or stipulated service rate for
maintenance and inspection. (per agreement)
11. Arrival time at Facility
12. Departure time from Facility
13. Serviceman (Technicians') signature
14. Emergency Services only
a. date and time call was dispatched
b. regular hours
b. overtime hours
6. Records and Reports:
A. The Contractor shall inventory all equipment applicable to each building elevator and
keep a notebook, available to Customer, with records pertaining to the maintenance
and repair of each elevator.
B. Report of Maintenance Inspection Service: Contractor will provide Customer with a
0
written summary of actions taken, deficiencies noted, and recommended corrective
action as a result of the maintenance inspections. The report shall be in adequate
detail to enable the Customer to determine the condition of the equipment and
whether or not additional servicing of the equipment may be required. Upon review of
the report, by the appropriate City Representative, the Contractor shall immediately
make himself available to discuss the findings and recommendations.
7. Materials and Supplies:
A. The Contractor shall furnish, at no additional cost to the Customer, all oil, grease,
tools, and any other materials and supplies needed for maintenance services.
8. Replacement Parts:
A. All replacement parts shall be equal to or better than factory replacement components.
9. Repairs, or Additional Work Needed That Is Observed During Maintenance Service:
A. During maintenance service, any problem observed, needing repairs, should be reported
immediately to the City Representative. The City Representative will advise the
Contractor whether to make the repairs at that time.
B. At no time shall the Contractor do additional work above and beyond the inspection and
maintenance service without the approval of the City Representative.
C. The City Representative will need a cost estimate before approving additional work.
10. Method of Award:
A. Award will be based upon a combination of:
1. A total of one maintenance service cost for each different elevator manufacturer
2. 4 hours of regular rate Mechanics' labor for repair
3. 2 hours of overtime rate Mechanics' labor for repair
4. Material invoices (copies)must be included with appropriate mark up on materials, if
any.
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BID SCHEDULE
Scheduled maintenance services as listed in the specifications and conditions shall be billed and
reimbursed as follows:
1. Cost per inspection and service for three (3) Dover elevators:
• City Hall (300 Laporte Ave)
• Library (201 Peterson St.)
• Museum (200 Mathews St.) $ per service
2. Cost per inspection and service for two (2) Westinghouse elevators:
• Police Services (300 Laporte Ave)
• Downtown Parking Garage (102 Remington) $ per service
3. Cost per inspection and service for one (1) Montgomery elevator:
• Edora Pool/Ice Center (1801 Riverside Dr) $ per service
4. Cost per inspection and service for four (4) Schindler elevators:
• City Park Center (1599 City Park Ave)
• Building & Engineering (281 N. College Ave.)
• F C Senior Center (1200 Raintree Dr.)
• Mulberry Pool (424 W. Mulberry) $ per service
Breakdown and repair, by the Contractor, of Customers' equipment shall be billed for time spent
on repairs exclusive of travel time. Billing and reimbursement shall be as follows:
• Regular rate
• Overtime rate (5:00 PM through 8:00 AM)
FIRM NAME
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$ per mechanic hour
$ per mechanic hour
Material Costs:
Maximum material mark-up City will pay =
<$500.00 10%
$500.00>
Service Provider mark-up =
<$500.00 %
$500.00> %
Material invoices are to be included with billing statements.
FIRM NAM
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