HomeMy WebLinkAboutBID - 5825 LIBRARY COURIER SERVICEAdministrative Services
Purchasing Division
CITY OF FORT COLLINS
City of Fort Collins
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of Bid: 5825 Library Courier Service
OPENING DATE: 3:00 P.M. November21, 2003
To all prospective bidders under the specifications and contract documents described above, the
following changes are hereby made.
ADD TO SCOPE OF WORK:
Drop times are negotiable depending on the situation and circumstances of the Service
Provider. All time changes must have prior approval of the City Representative.
ADD TO BID SCHEDULE:
It is acceptable to bid on one (1) or both circuits; however preference will be given to bidder who
can service both circuits.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
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.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of
($ ) [Option Cost Breakdown is attached Exhibit "C"]
Dollars
8. 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.
9. 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.
10. 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.
11. 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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12. 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.
13. 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.
14. 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.
15. 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,
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employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. 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 _,
consisting of (_) pages[s], 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.
17. 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.
18. 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.
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19. 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
( ) page[s], attached hereto and incorporated herein by this reference.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
w
John F. Fischbach
City Manager
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
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INSURANCE REQUIREMENTS
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:
1. 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.
08/03/03 13
SCOPE OF WORK
The Service Provider will make one (1) complete circuit daily (Monday -Friday) between
Technical Services (TS), the Main Library and Harmony Library.
Route: Start at TS, collect materials for Main & Harmony Libraries; go to Main Library
drop TS items and collect Harmony and outgoing TS items; go to Harmony drop TS
items and Main items, collect outgoing items for TS and Main; go to TS with items
collected for TS from both libraries; and return to Main with items from Harmony.
2. The Service Provider will make one (1) complete circuit (Saturday -Sunday) between the
Main and Harmony Libraries.
Route: Start at Main, go to Harmony, return to Main.
3. Drop Times: Harmony Library -prior to 8:30 a.m. (M-F), and 9:00 a.m. (Saturday), and
11:00 a.m. (Sunday)
Main Library -prior to 9:00 a.m. (M-F), and 9:30 a.m. (Saturday), and
11:30 a.m. (Sunday)
Technical Service is open at 7:00 a.m. (M-F)
Drop times are negotiable depending on the situation and circumstances of the Service
Provider. All time changes must have prior approval of the City Representative.
4. Service Provider must provide reliable transportation and dolly.
5. Library requires itemized (number of visits per -site per month) monthly billing.
6. Monthly reports of concerns, issues and recommendations must be submitted to the City
Representative by the 101h of each month. Open, immediate and daily communication is
required in conjunction with the monthly reports.
7. Service Provider must sign a key request form with Front Range Community College for
a key to Harmony Library.
8. Holiday service will be determined in partnership with the City Representative.
9. Should an expansion of service between the Main and Harmony Libraries be deemed
necessary rates will remain the same.
SA 10i01
BID SCHEDULE
BID # 5825-LIBRARY COURIER SERVICE
Please fill-in the daily and total charges for each circuit. It is acceptable to bid on one (1) or both
circuits; however preference will be given to bidder who can service both circuits. GQmPWec wdif
s I t uir
CIRCUIT FREQUENCY DAILY RATE TOTAL
1) Weekday 1x/day $ Jday $ for (5) days
(TS-Main-Harmony-TS-Main )
2) Weekend 1 x/day $ /day $ for (2) days
(Main -Harmony -Main)
NAME OF FIRM:
SIGNATURE:
PRINTED NAME:
TITLE:
ADDRESS:
CITY:
TELEPHONE #:
FAX#:
ZIP:
5
TOTAL COST PER WEEK: $
BID SOLICITATION
Page 1 of 1
Printed:10/31/2003
Bksy5 peed City of Fort Collins
PO BOX 580
Fort Collins CO 80522
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BID OPENING DATE AND TIME:
11/21/2003 3:00 PM
BID NUMBER: 5825
BUYER: Carey, David M
PHONE #: (970) 416 - 2191 ext.
DELIVERY REQUIRED:
S
City of Fort Collins
N
CITY OF FORT COLLINS
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ACCOUNTING
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PO BOX 580
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FORT COLLINS CO 80522
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Item
Class -Item
Quantity
Unit
Unit Price
Total
1.0
See full Bid detail at fcgov.com/purchasing
0.00
EA
TOTAL:
NOTE: ALL BIDS RECEIVED ARE SUBJECT TO THE TERMS AND CONDITIONS ON REVERSE SIDE OF THIS FORM.
TERMS OF PAYMENT:
DELIVERY:
WE AGREE TO FURNISH ANY OR ALL OF THE ITEMS QUOTED AT
THE PRICES SHOWN. QUOTE MUST BE HELD FIRM FOR PERIOD
OF 60 DAYS.
COMPANY:
SIGNATURE:
TELEPHONE NUMBER: NAME AND TITLE:
City of Fort Collins
Administrative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5825
Library Courier Service
Sealed bids will be received and publicly opened at the office of the Director of Purchasing and Risk
Management, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524, at the time and date noted on
the bid proposal and/or contract documents. If delivered, they are to be delivered to 215 North Mason
Street, 2"' 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 3:00p.m. (our clock), November 21, 2003.
A copy of the Bid may be obtained as follows:
Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
2. Registration: The City of Fort Collins Purchasing Division has implemented an on-line vendor
registration system. This system allows vendors to register, view and update their business
information and commodities. In the future, vendors will also be able to receive Requests for
Proposals (RFP's) through the on-line system. All vendors doing business with the City of
Fort Collins are requested to register.
The vendor registration system is accessible through the City of Fort Collins Purchasing Department internet
webpage at www.fcgov.com/purchasing.
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The vendor registration form is located by clicking
https://secure2.fcqov.com/bso/login.qsp
the printable instruction pages link.
If you have any difficulty completing the registration process, please call the Purchasing Division at
(970)221-6775 for assistance.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of
the Bid.
215 North Mason Street e 2nd Floor e P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
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.
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 are 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.
2
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.
Sin elyk
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'f'JaYf'Neill II, CPPO, FNIGP
A41Alq Director of Purchasing and Risk Management
3
CITY OF FORT COLLINS
BID PROPOSAL
BID #5825
BID OPENING: NOVEMBER 21, 2003, 3:00 p.m. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR LIBRARY
COURIER SERVICE PER THE BID INVITATION, ATTACHED SPECIAL INSTRUCTIONS, AND ANY
REFERENCED SPECIFICATIONS:
The City of Fort Collins is soliciting bids to provide pickup and delivery service for its Public Library
Department (Fort Collins Public Library). This service (per attached scope of work) includes pickup and
delivery services between the Main Library, located at 201 Peterson Street; Technical Services (TS) at 101
Remington Street and the Harmony Library at Front Range Community College Campus, Fort Collins,
Colorado. Items collected are to be presorted into branch print and non -print categories and are collected and
transported in collapsible crates. This service involves 365 days of service per year, including all holidays and
weekends.
The Public Library seeks a flat per circuit bid for weekdays and for weekends and holidays if different than
that for weekdays. The Bid Schedule includes a list of current circuits with the number of weekday and
weekend runs. The service provider must be prepared to increase or decrease services according to the
library's needs and time of year. The number of circuits and/or the number of times each circuit is to be run
may change.
The service provider must enter into the attached service agreement with the City of Fort Collins and provide
insurance as requested in Exhibit "B". The Agreement shall commence January 1, 2004 and shall continue in
full force and effect until December 31, 2004, unless sooner terminated as herein provided. In addition, at the
option of the City, the Agreement may be extended for additional one year periods not to exceed four (4)
additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may
not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office.
Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days
prior to contract end.
For Technical questions, please call Lynda Dickson at (970) 221-6889.
For Purchasing/contract questions, please call David Carey, C. P. M., Buyer at (970) 416-2191.
4
BID SCHEDULE
BID # 5825-LIBRARY COURIER SERVICE
Please fill-in the daily and total charges for each circuit.
CIRCUIT FREQUENCY DAILY RATE
1) Weekday 1x/day $ /day
(TS-Main-Harmony-TS-Main )
2) Weekend 1x/day $ /day
(Main -Harmony -Main)
NAME OF FIRM:
SIGNATURE:
PRINTED NAME:
TITLE:
ADDRESS:
CITY:
TELEPHONE #:
FAX # :
ZIP:
TOTAL
$ for (5) days
$ for (2) days
TOTAL COST PER WEEK: $
5
SCOPE OF WORK
1. The Service Provider will make one (1) complete circuit daily (Monday -Friday) between
Technical Services (TS), the Main Library and Harmony Library.
Route: Start at TS, collect materials for Main & Harmony Libraries; go to Main Library
drop TS items and collect Harmony and outgoing TS items; go to Harmony drop TS
items and Main items, collect outgoing items for TS and Main; go to TS with items
collected for TS from both libraries; and return to Main with items from Harmony.
2. The Service Provider will make one (1) complete circuit (Saturday -Sunday) between the
Main and Harmony Libraries.
Route: Start at Main, go to Harmony, return to Main.
3. Drop Times: Harmony Library -prior to 8:30 a.m. (M-F), and 9:00 a.m. (Saturday), and
11:00 a.m. (Sunday)
Main Library -prior to 9:00 a.m. (M-F), and 9:30 a.m. (Saturday), and
11:30 a.m. (Sunday)
Technical Service is open at 7:00 a.m. (M-F)
4. Service Provider must provide reliable transportation and dolly.
5. Library requires itemized (number of visits per -site per month) monthly billing.
6. Monthly reports of concerns, issues and recommendations must be submitted to the City
Representative by the 10th of each month. Open, immediate and daily communication is
required in conjunction with the monthly reports.
7. Service Provider must sign a key request form with Front Range Community College for
a key to Harmony Library.
8. Holiday service will be determined in partnership with the City Representative.
9. Should an expansion of service between the Main and Harmony Libraries be deemed
necessary rates will remain the same.
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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 ( )
page[s], and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within
( ) days
following execution of this Agreement. Services shall be completed no later than
Time is of the essence. Any extensions of the time limit set forth above
must be agreed upon in a writing signed by the parties.
4. Contract Period. [Option 1] This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and
effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of
the City, the Agreement may be extended for an additional period of one (1) year at the rates
provided with written notice to the Professional mailed no later than ninety (90) days prior to
contract end.
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4. Contract Period. [Option 2] This Agreement shall commence 200_,
and shall continue in full force and effect until 200_, unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed _ (_) additional one year periods. Pricing changes
shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder
CPI-U as published by the Colorado State Planning and Budget Office. Written notice of
renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior
to contract end.
5. 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.
[Early Termination clause here as an option.
6. 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:
SA 10101
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