HomeMy WebLinkAboutBID - 5808 CARPET MAINTENANCECity of Fort Collins
Administrative Services
Purchasing Division
CITY OF FORT COLLINS
REQUEST FOR BIDS
PROJECT:
CARPET MAINTENANCE
BID #5808
PRE -BID CONFERENCE
OCTOBER 9, 2003, 10:00a.m.
OPERATIONS SERVICES CONFERENCE ROOM
117 N. MASON
FORT COLLINS, CO
BID DUE: OCTOBER 27, 2003
AT 2 P.M. (OUR CLOCK)
PURCHASING OFFICE
P.O. BOX 580,
FORT COLLINS, CO 80522
215 N. MASON AVE.
FORT COLLINS, CO 80524
215 North Mason Street - 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 - (970) 221-6775 • FAX (970) 221-6707
EXHIBIT A
SCOPE OF WORK
Carpet in City Facilities has been categorized into traffic areas on this Scope of Work. The required
maintenance schedule for each traffic area is as follows:
Areas designated as HIGH traffic will be maintained as follows:
• Once a month using a truck mount hot water extractor.
2. Areas designated as MEDIUM traffic will be maintained as follows:
• Every three (3) months using a crystallization/encapsulation method (mist and scrub).
• Alternate with hot water extraction.
3. Areas designated as LOW traffic will be maintained as follows:
• Once a year using a truck mount hot water extractor.
4. Pile lifting and spot cleaning of each area every time that area is scheduled for maintenance.
5. Provide upholstery cleaning on an "as needed" basis.
The schedule of when the maintenance work will be executed within each traffic area will be
established through meetings between the City representative and the selected bidder. The schedule
will be provided yearly to the selected bidder and updated as changes occur. When the
crystallization/encapsulation method (mist and scrub) is used it will substitute for the next scheduled hot
water extraction.
10
CARPET INFORMATION
The carpet throughout the various buildings incorporates 100% nylon fibers in both loop and cut pile
textures of various pile heights. The carpet is directly glued to the subfloors and is found in carpet tiles and
broadlooms.
The carpet manufacturers have approved the maintenance methods specified in this Bid Request
package as being acceptable procedures for maintaining carpet qualities.
CLEANING MATERIAL TO BE USED
Crystallization/Encapsulation (Mist & Scrub) Cleaning Method
A GLS mechanical agitation system using crystal dry (or comparable) to mist and scrub the carpet. A
Crystallization/Encapsulation method encapsulates soils which dry to a crystalline form that is vacuumed up. It
is to be periodically used in the medium traffic areas. Only the following crystallizing cleaning agents may be
used:
R.E. Whittaker Product Name: Crystal Dry
Collins & Aikman Product Name: Syon 5
Hot Water Extraction Method
The following types of Chemicals are to be used for the pre -cleaning of carpets before hot water (only)
extraction cleaning is completed:
Carpet Pre -conditioners / Traffic lane cleaners
Extraction Detergent / Rinsing agents
CLEANING PROCEDURES
CRYSTALLIZATION/ENCAPSULATION CLEANING METHOD (MIST AND SCRUB)
• Clear the area of chairs and small furnishings.
• Pile lift heavily soiled and heavily trafficked areas.
• Vacuum the entire area with the recommended equipment.
• Spot clean entire area using appropriate spotting techniques.
• Apply crystalline mist diluted.
• Agitate with mechanical cylindrical brush such as Whittaker GLS 20.
11
HOT WATER EXTRACTION METHOD
• Clear the area of chairs and small furnishings.
• Pile lift heavily soiled and heavily trafficked areas.
• Vacuum the entire area with the recommended equipment.
• Spot clean entire area using appropriate spotting techniques.
• Power spray the area with recommended cleaning agent.
• Agitate with RX20 Rotary Scrubber or comparable equipment in most heavily, soiled and heavily
trafficked areas.
• Allow for appropriate chemical dwell time as recommended by chemical manufacturer.
• Extract the area with hot water using a scrub wand.
• Additional pile lifting may be necessary in areas that still show signs of crushing.
• Furniture that is put back in place should be blocked so that metal and wood do not come in contact
with the damp carpet.
NOTE: Security of building shall be maintained during cleaning process. The City requests the use of a
"prop n lock" (or comparable) to maintain security during hot water extraction cleaning in a
building.
APPROVED EQUIPMENT
VACUUMS
• Windsor-Versamatic or equivalent commercial upright that utilizes:
A. Top fill retrieval airflow system
B. Dual motor commercial vacuum. One for the actual airflow and suction and another separate
motor to drive the nylon -bristle brush.
C. Filtration system (system refers to the combines effort of both the vacuum unit and the
containment system) should be capable of filtering at least 95% of dust and contaminants to
the.5 micron range.
• Minimum specifications:
Total wattage:
900 minimum
Vacuum motor:
750 watt
Brush motor:
150 watt
Water lift:
69 inches
Air volume:
91 CFM
Sound Level:
65 dBA
Cable:
40 foot
18 gauge
12
Bag Fill Locations: Top fill
Bag capacity: 300 cubic inches
Filtration System: Minimum 95% efficiency for dust and contaminants to .5 microns in size.
AGITATION EQUIPMENT
• Model GLS-20(or comparable) as manufactured by the Whittaker Company. As appropriate for the
carpet to be cleaned.
PILE LIFTER
• Certified pile brush manufactured by Certified Equipment Company, Cleveland, Ohio
EXTRACTOR AND WATER HEATER
• Steamway Powermatic Legacy 2100 or comparable that:
• Has a minimum air flow vacuum of 325 cubic feet of air per minute and a minimum water lift rate of 14
inches.
• Extractor must be able to generate a minimum of 1500 psi.
• 231,000 BTU fuel oil heating system. Can attain and maintain solution temperatures up
to 250 degrees F at 2.1 gpm.
13
BIDDER QUALIFICATIONS
Bidders interested in submitting quotes must meet the following requirements:
Must currently be operating as a carpet maintenance business and be established and operating as
same for the past five (5) years.
2. Technicians to be IICRC Certified (Institute of Inspection, Cleaning, Restoration Certification) in
commercial carpet cleaning. Manager must have a minimum of 5 years experience in commercial
carpet maintenance and to be IICRC certified in multiple disciplines such as upholstery, stain removal,
etc.
3. Must have successfully completed a minimum of 50,000 square feet yearly using the
Crystallization/Encapsulation cleaning method (mist and scrub). (May substitute Milicare experience).
4. Must have successfully completed a minimum of 200,000 square feet of maintenance yearly using a
truck mount hot water extractor. Has also completed restorative carpet cleaning.
5. Must have successfully rotated modular carpet attic stock to the floor using manufacturers
recommended procedures. Also completed small installations of modular carpet which require
trimming of tiles to fit locations.
6. Must have successfully cleaned upholstered furniture and fabric dividers in a commercial setting.
7. Must identify jobs where the bidder has used the crystallization/encapsulation method (mist and scrub),
where the truck mount hot water extraction technique was used and where bidder has commercially
cleaned upholstered furniture. Use exhibit B(included in this Bid Request package) to indicate the job
name, address, job site, name and telephone number of person available to be contacted by the City
representative regarding job performance.
8. Must provide a list of all the equipment and cleaning chemicals to be used to maintain the carpet as
specified.
14
SUBMITTAL OF BIDS
Each bidder shall complete the following in submitting this Bid Request package.
THE BID FORM — 4 PAGES. It is located the City of Fort Collins web site www.fcgov.comlpurchasing.
It is a separate document from the bid explanation material. Fill out the 5 purple colored boxes with
your price per square foot for each level and type of carpet cleaning. This will calculate your cost for
each building for each level and type of cleaning. A grand total will appear in two areas at the bottom of
page 4. Please print this off and send with Exhibit B and C to Purchasing Dept, P.O. Box 580, Fort
Collins, CO 80522-0580.
2. EXHIBIT B - THE CARPET MAINTENANCE REFERENCE FORM
A. Indicate past jobs where the bidder has:
1. Completed 200,000 SF of carpet using the truck mount hot water extraction method
2. Completed 50,000 SF of carpet using the crystallization/encapsulation method (mist and
scrub),
3. Completed upholstery cleaning.
4. Completed modular carpet rotation.
B. Please include your response to the qualification requirements for your company (page 11) and the
requirements for the Manager and Technicians serving this contract.
C. Submit a list of carpet equipment that will be used for this contract.
D. Please sign and include Company name.
3. EXHIBIT C — BID SHEET FOR UPHOLSTERY CLEANING.
15
EXHIBIT B
CARPET MAINTENANCE REFERENCE FORM
The bidder has successfully used the CRYSTALLIZATION/ENCAPSULATION METHOD (MIST AND
SCRUB), HOT WATER EXTRACTION METHOD, UPHOLSTERY CLEANING METHODS and MODULAR
CARPET ROTATION, in the following carpet maintenance accounts:
JOB NAME:
JOB SITE:
JOB ADDRESS:
CONTACT NAME:
TELEPHONE NUMBER:
TYPE OF CLEANING:
JOB NAME:
JOB SITE:
JOB ADDRESS:
CONTACT NAME:
TELEPHONE NUMBER:
TYPE OF CLEANING:
JOB NAME:
JOB SITE:
JOB ADDRESS:
CONTACT NAME:
TELEPHONE NUMBER:
TYPE OF CLEANING:
JOB NAME:
JOB SITE:
JOB ADDRESS:
CONTACT NAME:
TELEPHONE NUMBER:
TYPE OF CLEANING:
JOB NAME:
JOB SITE:
JOB ADDRESS:
CONTACT NAME:
TELEPHONE NUMBER:
TYPE OF CLEANING:
Your response to the qualification requirements for your company (page 11) and the requirements for the
Manager and Technicians serving this contract are to be submitted along with EXHIBIT B.
Signed
Company name_
Date
16
EXHIBIT C
BID SHEET
UPHOLSTERY CLEANING
1. Conference Room Chairs with Cloth Back.
Cost to upholstery clean 1 chair
Cost to upholstery clean 5 or more
chairs at one time in one building
2. Desk Chair with Vinyl Back.
Cost to upholstery clean 1 chair
Cost to upholstery clean 5 or more
chairs at one time in one building._
17
_SUPPLEMENTARY CONDITIONS
1. WORK HOURS
All work shall commence after 6:00 p.m. Some buildings after 10:00 p.m. No work shall be conducted without
prior approval or authorization by the City Representative. The City representative shall coordinate work with
contractor and access cards or keys for entrance to each site.
2. QUALIFICATION OF EMPLOYEES
All employees shall be physically able, capable and qualified in this type of work and must have received
IICRC certification in commercial cleaning and training in the use of materials in the performance of their work
assignment. Copies of IICRC certification shall be provided prior to the issuance of the Notice to Proceed.
3. ACCESS TO CITY FACILITIES
Prior to beginning work under this Contract, the Contractor must obtain clearance from Fort Collins Police
Services for any person who needs access to City facilities to perform the Contractor's obligations under this
Contract. Police Services will check all sources of information they deem relevant and appropriate to
determine if clearance will be given. The contractor will provide The City Representative with information
about each person seeking clearance as requested by Police Services including name, date of birth, Social
Security number and Colorado Drivers license or ID number. Police Services may deny clearance to any
person who:
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.
Human Resources shall provide the contractor with identification cards for all persons given clearance. Such
identification cards shall be displayed, in an easily seen manner, on the person of all employees and
representatives of the Contract at all times such persons are in City facilities. Identification cards and access
cards and keys to City facilities of persons who no longer work for the Contractor or who no longer work in City
facilities shall be immediately returned to the City representative. Any employee or representative of the
Contractor in a City facility without a properly displayed identification card is subject to immediate eviction from
the facility.
The Contractor shall provide the City with a current and complete list of the names, I.D. card numbers, address
and telephone numbers of all employees and representatives of the Contractor. The Contractor shall keep this
list current and shall immediately inform the City of all personnel changes.
All information needed for ID's to be issued, is to be provided to the City's representative before Notice to
Proceed is issued.
4. BUILDING SECURITY
The Contractor will assign a member of their staff to be responsible for locking all exterior doors upon
completion of their work each day. Only Contractor employees assigned to the building are authorized in the
building. Rooms, which are locked, will be relocked after cleaning them. A Prop-N-Lock (prop-n-lock.com)
18
door locking device (or comparable) must be used by the technician to secure the exterior of the building while
using a truck mount unit to clean inside the building.
5. CONDUCT OF WORK
A. Quality cleaning to the satisfaction of the City Representative will be required.
B. Contractor's employees shall conduct themselves in a professional way. They shall not disturb
any personal or City property.
C. Any damage to office equipment, furniture, walls, carpet and floors, caused by the Contractor's
employees in the execution of their work shall be the Contractor's responsibility and expense to
repair or replace. Any damage to the plumbing system caused by improper or unauthorized use
or disposal of chemicals or acids which result in repair or replacement of damaged piping or
plumbing shall be at the Contractor's expense.
D. The Operations Services Department will issue card access and keys. Any lost or additional
keys will be charged to the Contractor, along with any cost associated with the need to rekey
locks, this will also apply if the keys are given to unauthorized people. Card accesses need to
be reported immediately so they can be deleted to prevent unauthorized use.
E. Security alarms must be disarmed and armed using the correct procedures. $50 will be
charged each time the Police are dispatched because the Contractor has set off the alarm.
6. INSPECTION OF SERVICES
The Contractor shall provide and maintain an inspection system covering the services under this contract to
ensure services are performed in a quality manner.
7. SERVICE PERFORMANCE
A. The City has the right to inspect and reject any work that is unsatisfactory.
B. If any of the services do not conform to contract requirements, the City may require the
Contractor to perform the services again in conformity with contract requirements, at no
increase in contract amount. When the defects in services can not be corrected by
reperformance, the City may (1) require the Contractor to take necessary action to ensure that
future performance conforms to contract requirements and (2) reduce payment to reflect the
reduced value of the services performed.
8. LOST AND FOUND ARTICLES
The Contractor shall insure that all articles found in the building by his/her employees while performing duties
under this contract are handled as specified for each building.
9. INTERFERENCE WITH BUSINESS
The Contract shall schedule his work in coordination with the City's representative so as to cause a minimum
of interference with City business. Any work which the Contractor deems necessary to be performed on
Saturdays, Sundays, or legal holidays shall be approved by the City's representative and City meetings conflict
with cleaning tasks, the Contractor shall reschedule these tasks to assure that the cleaning will be completed
before 8:00 a.m. the next working day.
10. ACCIDENT PREVENTION AND SAFETY REQUIREMENTS
A. The Contractor shall use prudent safety precautions for protection of the life and health of
his/her employees and other persons, to prevent damage to property, materials, supplies, and
19
CITY OF FORT COLLINS
INVITATION TO BID
BID #5808
CARPET MAINTENANCE
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, 2nd
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 2:00p.m. (our clock), OCTOBER 27,
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.
The vendor registration form is located by clicking
hftps://secure2.fcqov.com/bso/login.'sr)
Note 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.
2
equipment, and to avoid work interruptions in the performance of this contract. Contractor shall
also take or cause to be taken such additional measures as the City's representative may
determine to be reasonably necessary.
B. The Contractor shall submit a detailed report within 8 hours to the Directors of General Services
on all accidents resulting in death, serious injury or damage to property, materials, supplies, and
equipment incidental to work performed under this Contract. All accidents and minor injuries
shall be reported to the City's representative within a reasonable time.
11. UTILITIES: Power, Water and Lights
A. City shall supply electric power and water without charge to the Contractor.
B. Contractor shall use these utilities as needed but without waste and lights will be turned off in
areas as cleaning is completed.
12. SUPPLIES AND MATERIALS
A. The Contractor shall supply all materials and supplies to perform this contract.
B. The Contractor shall provide and use fans to dry any carpeted area after cleaning that will not
be dry by the next business day. These fans will need to be picked up before 8 AM the
following day.
C. Whenever possible, the City prefers the use of effective, environmentally friendly cleaning
chemicals.
1. The PH of all chemicals must be under 10.
2. The chemicals should not contain optical brightners.
3. The chemicals should be anionic.
4. The chemicals should be phosphate free.
D. A Material Safety Data Sheet, OSHA Form-20, shall be submitted to the City's representative for
each chemical and/or solvent cleaning agent to be used in the performance of this contract. The
City Representative must approve all chemicals prior to use in any City building.
E. Cleaning materials shall be labeled to identify contents by its name and manufacturer and/or brand
designated and safety information. Cleaning materials shall remain readily identifiable at all times
by preserving the original label on the material package. Cleaning materials shall not be removed
from one container and placed in a container not identified as the exact same material.
13. COMMUNICATIONS
All complaints, requests, information, etc, between the Contractor and the City's representative is to be in
person or by phone or fax message. The contractor will fax or leave a phone message for the City
Representative before 10:00 a.m. stating all areas that were cleaned the previous evening. The City will also
keep a logbook of the action and the response for proper evaluation of consistency of performance by the
Contractor.
20
14. CHANGES IN WORK REQUIREMENTS
During the contract period or its extension, the City may at any time delete or add carpeted areas or buildings
from this scope of work as the City, in its sole discretion, deems necessary or appropriate. The contract sum
shall be adjusted by such deletions or additions on a pro rata basis.
21
EXHIBIT D
SAMPLE SERVICE 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. Contract Period
This 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.
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 Purchasing
PO Box 580
Fort Collins, CO 80521
22
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, the sum of Dollars
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.
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 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.
23
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.
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 _, 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, 215 N Mason, 2"d Floor, Fort
Collins, CO 80524, 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.
24
17. 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.
25
EXHIBIT E
INSURANCE REQUIREMENTS
It is agreed that the Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. The Service Provider also indemnifies
the City as further described in the Agreement attached to these documents. 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 coverage shall be as follows:
A. Compensation and Employer's Liability. The Service Provider shall maintain during the life of
this Agreement the statutory Workers' Compensation insurance as required by Colorado law,
and Employer's Liability Insurance, in an amount not less than $400,000 for each occurrence,
for all of the Service Provider's employees engaged in work performed under this Agreement.
B. Commercial General 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 claims for damages for 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 to be provided shall be not less than $500,000 combines single limits for
bodily injury and property damage.
In the event any work under this Agreement 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.
26
CERTIFICATE OF INSURANCE
PROJECT: Carpet Maintenance
The General Conditions of the Contract set forth the requirements for Contractor's Liability Insurance and
Workmen's Compensation Insurance.
This is to certify that policies of insurance as described below have been issued to the insured named below
and are in force at this time. The insurance covered by this certificate will not be cancelled or materially
altered, except after ten (10) days written notice has been received by certified mail to the party designated
below to whom this certificate is issued.
Name and Address of Principal Name and Address of
Representative to whom this Insured Contractor
certificate is issued
Type of Insurance Limits of Liability Pol.#
A. Standards of Workmen's Statutory in Conformance
Compensation and Employer's with the Compensation
Liability, including Occupational Laws of the State of
Disease Coverage Colorado
B. Comprehensive General Public
Liability and Property Damage
Insurance
Bodily Injury
Property Damage
Personal Injury
Automobile Liability
Each Occur.
Aggregate
Each Occur.
Aggregate
Each Person
Aggregate
General
Aggregate
Bodily Inj.
Each Person
Bodily Inj.
Each Occur.
Property
Damage
Each Occur.
Pol. Period
Eff.
Exp.
Eff.
Exp.
Eff.
Exp.
Eff.
Exp.
Eff.
Exp.
27
Yes No
C. Other
Does Property Damage Liability Insurance
shown include coverage for X, C and U
hazards?
2. Is Broad Form Property Damage Coverage
provided?
3. Does personal Injury Liability Insurance
include coverage for personal injury
sustained by and person as a result
of an offense directly or indirectly related
to the employment of such person by the
Insured?
4. Is coverage providing for Contractual
liability including hold harmless and
indemnification provisions assumed by
Insured.
This Certificate of Insurance is not valid unless it is executed by a duly authorized official of the Company.
Authorized Official
Address
Agent of Broker
(SEAL)
Address
m
City of Fort Collins Operations Services
City Wide Map
v_�, -1
s
WILLO
E WIL L
Q
EA COUNTY RD 50
n
W
z
r a
p W
1 0
J
°27
w
o W
VNE D
48
1 I E Y NE DR
0
L38
021 j ,
033
0 16 z
3 g F• -
1 L PkTE AVE
F,p •\,r•___• V
C
w !
°
S
a
46
18
Z i
a
W' ERRY ST
p 1
28 0
6 -'" s
EI MULBERRY ST
y
2 �o
o
O i
W PROS
PECT RD
E PROSPECT F D m -�
om o w
`� 22
o
q �0 'l
w
L
i °
o
N _
a
KQ •-v COUNTY..44 42I J
o
o
p
O
fn
r
3
W D
KE RD
r
m
m
j
m
E DRAKE RD
45
m
mZ
o
m
ZZ
W HORSE
OOTH RD
E HORSE
OTH RD b
i
Warren Lake
I
W
HARMONY RD
E ARMONY RD
w �,
r•'1
I
I I
!
E COUNTY RD 36
•—•-- --
r'A
I
W TRILBY RD
I I
- E TRIi.BY RD
------
r
i
- -
Z..._.�.�_--
ull.
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.
3
City of Fort Collins Operations Services
Downtown Map
y i
CHERRY ST
4
2�
MAPLE
ST
43
�sr
��
11
37
z
m�0�
z 35
34
z 10 $
�✓
0
>
8
m 41 30
y
o a
z
� 2 �2
9
O
LAP
RTE AVE
m
m Olp
< �q
44 �F9�
�} �sr
31 hq
�
00
12
N • "��''
c
-�
39
ya o use
�
36 40
W MOUNTAIN AVE
E MOUNTAIN A VE
�
29
23
24
W OAK ST
13
E OAK ST
---
A
8
32 14
N
4
Q
N
a
O
T W 01 IVE ST
OLIVE $T
z
�
m
y
N
m
N
0O
i
4
O
m
m
v
m
c
m
26
F
y
y z
N
_
W MAGNOLIA ST
E MAGNOLIA
ST
17
a
16
15
W M
LBERRY ST
E I
IULBERRY
T
N gyp. ~..�........�..�
'/V
W A
IYRTUE ST
N
MYRTLE S
Bid Form Bid # 5808 1
CARPET BID FORM - Fill in 5 Purple colored Boxes with your price per square foot. Amount to be shown in hundredths(Examp/e -.095 is nine and one half cents.)
HIGH -ORANGE (12 times per year). Fill boxes for Mist and Scrub method and Extraction Method. MEDIUM - BLUE (4 times per year) Fill boxes for Mist and Scrub
Method and Extraction Method. LOW -YELLOW (once a year) Extraction Method only. Table will calculate the totals for each method and frequency in each building.
Print and send this bid to Purchasing with the other information requested.
CLEANING METHODS
BUILDING
LOCATION
Wz
9_ a a
Unit Cost
Annual
370
Unit Cost
Annual
EXTRACT
LOW -YELLOW
1,467
Unit &
.a. �-9
,
Budget Cottage
321 Maple
�.ei�ai xs rore�
Mist & Scrub 0
Annual
EXTRACT4
EXTRACT 1
City Hall, Main/2nd floor
300 La Porte
674
3,776
4,777
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
City Hall, Basement / 1st floor
200
1,442
7,211
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
City Park Center
1599 City Park
168
Mist & Scrub 0
,6@0 ,1 01
w OfflftMNA
EXTRACT12
281 N. College, 2nd floor
281 N. College
1,318
454
7,221
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
281 N. College, 1st floor
2,907
1,895
9,524
Mist & Scrub 0
-
Mist & Scrub 0
EXTRACT12
-
EXTRACT4
EXTRACTI
330 SOUTH COLLEGE
1961
210
3874
Mist & Scrub 0
-
Mist & Scrub 2
EXTRACT12
-
EXTRACT 2
EXTRACT 1
-
$
330 S,COLLEGE MR
567
1009
EXTRACT12
Mist & Scrub 2
EXTRACT 1
-
$
EXTRACT
Company Name Initials of person preparing bid
Bid Form
Bid # 5808
BUILDING
LOCATION
1273
6,260
LOW - YELLOW
EPIC, lstfloor
1801 Riverside
593
Mist & Scrub 0
71678
Mist & Scrub 0
EXT. SPOTS 8
-
EXTRACT4
EXTRACT 1
EPIC, 2nd floor
Mist & Scrub 0
EXTRACT4
�la�aaa
FLEET SERVICES
835 Woods
719
1793
Mist & Scrub 0
Mist & Scrub 0
EXTRACT-12
EXTRACT4
EXTRACT 1
Grandview Office
1900 W. Mt.
454
Mist & Scrub 0
EXTRACT4
tWNu P V-h77' n „ g
' , ,9d tea, *,-, 0a,Q
Library, 2nd floor
201 Peterson
3,611
305
11,460
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
Library, lstfloor
4,158
325
4,594
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
215 Mason -1 ST floor
3206
3484
7986
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
2ND floor
1260
3874
12,221
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
3RD floor
1358
2013
14541
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
E
Mulberry Pool -1st floor
424 Mulberry
475
1029
EXT. SPOTS 8
Mist & Scrub 0
EXTRACT 4pw
��
Company Name Initials of person preparing bid
Bid Form
Bid # 5808
BUILDING
LOCATION
�_ _ „ m,
2571
LOW - YELLOW
S j
Mulberry Pool - 2nd floor
874
Mist & Scrub 0
`
EXTRACT4
EXTRACTI
Museum, 1st and Mezzanine
200 Matthews
2,563
1,610
Mist & Scrub 3
p�rr4iwk : a
EXTRACT 1
EXTRACT 1
Museum, Basement
1,563
Mist & Scrub 3
a
=ro�'�7^I�^nw mi a°1rr®l
EXTRACT 1
-
-
HA
NIX FARM OFFICE
727
1638
EXTRACT 6 -
-
EXTRACT 2
-
-
��
� � ��„� �, €
$ -
Northside Atzlan Center
112 Willow
1378
1,074
Mist & Scrub 0
Mist & Scrub 0
EXTRACT 12 -
-
EXTRACT 4
OPERATION SERVICES
117 N. Mason
1900
3,551
e mnP
Mist & Scrub 0
EXTRACT 4
EXTRACT 1
Park Shop
413 S. Bryan
1,333
889
2,278
Mist & Scrub 0
Mist & Scrub 0
EXTRACT 12
EXTRACT 4
EXTRACT 1
Police Services Bldg, 2nd floor
300 La Porte
722
1,015
4,541
Mist & Scrub 0
Mist & Scrub 0
EXTRACT 12
EXTRACT 4
EXTRACT 1
Police Services Bldg, 1st floor
1,404
2,143
2,119
Mist & Scrub 0
Mist & Scrub 0
EXTRACT 12
EXTRACT 4
EXTRACT 1
Police Services Bldg, Basement
754
1,346
Mist & Scrub 0
` �.�.
EXTRACT 4
EXTRACT I
Company Name Initials of person preparing bid
Bid Form
Bid # 5808
Building
PFA, 2nd floor
LOCATION
102 Remington
998
214
Low - Yellow
886
Mist & Scrub 0
7
Mist & Scrub 2
EXTRACT12
EXTRACT2
EXTRACT1
PFA,Istfloor
530
358
1,030
Mist & Scrub 0
Mist & Scrub 2
EXTRACT12
EXTRACT2
EXTRACTI
Recreation
214 N. Howes
1,347
1,232
2,067
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACTI
Senior Center
120011aintree
6084
3627
1,075
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
-
EXTRACT4
EXTRACTI
Transfort
Trilby Road
1,202
851
852
Mist & Scrub 0
Mist & Scrub 2
EXTRACT12
EXTRACT2
EXTRACTI
TRANSIT CENTER
250 Mason
1483
1343
1181
EXTRACT12
Mist & Scrub 2
EXTRACT 1
$
637
EXT. SPOTS 12
EXTRACT2
Water Reclamation
Drake Rd
1296
2951
1244
Mist & Scrub 0
Mist & Scrub 2
EXTRACT12
EXTRACT2
EXTRACTI
UTILITIES
700 Wood St.
8735
10709
20733
Mist & Scrub 0
Mist & Scrub 0
EXTRACT12
EXTRACT4
EXTRACT 1
$
CsR1 T€FfAL
$
Company Name Initials of person preparing bid
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.
Sincerely,
ames B. 7O'Neillll, CPPO, FNIGP
e r oasing and Risk Management
4
TABLE OF CONTENTS
INSTRUCTIONS TO BIDDERS
6
GENERAL INFORMATION
g
Building Locations and Square Footage
9
Scope of Work — Exhibit A
10
Carpet Information
11
Cleaning Materials
11
Cleaning Procedures
11
Approved Equipment
12
Bidder Qualifications
14
Submittal of Bids
15
Exhibit B — Carpet Maintenance Reference Form 16
Exhibit C — Upholstery Bid Sheet 17
SUPPLEMENTARY CONDITIONS
Contract Forms 18
Exhibit D — Professional Services Agreement 22
Exhibit E
Insurance Requirements 26
Certificate of Insurance 27
CITY MAPS — A & B
BID FORM — 4 pages is shown on City's website as a separate file.
INSTRUCTIONS TO BIDDERS
Project Identification
Project: Carpet Maintenance
General Description
Carpet Maintenance for various buildings listed on the bid form. All work described herein will be performed
solely by the contractor.
Contract Documents
A. Availability
Contractors may obtain sets of drawings and specifications from the Director of Purchasing and Risk
Management, James B. O'Neill II, as noted in the Invitation to Bid.
B. Interpretation
The Contract Documents governing the work described herein include the all material herein and all
addenda issued except as specifically noted elsewhere.
The Contract Documents are intended to be sufficiently detailed to provide adequate definition of the
work to be prosecuted and the quality of that work. The Bidder shall make himself thoroughly familiar
with the provisions and content of the Contract Documents. Failure to do so in any way alters the
successful bidder's obligation to enter into the Agreement, his obligation to prosecute the Agreement or
his risks in performing the Agreement.
The Contract Documents are intended to be mutually supportive and sufficiently detailed.
The Bidder should request clarification of all potential conflicts by contacting the Director of Purchasing
& Risk Management at least seven (7) days prior to the bid date. The City will not be responsible for
any other explanations, interpretations, or other supplementary data except those made by written
addenda.
C. Addenda
Any Addenda required will be mailed to all Contract Document holders of record
Pre -bid Conference
A Pre -bid Conference will be held at Operations Services Conference Room, 117 N. Mason Street at
10:00 a.m. October 9, 2003
Basis of Bid
All work described herein will be performed solely by the contractor.
2
Qualification of Bidder
The City may make such pre -award survey as it deems necessary to determine the ability of the Bidder
to perform the work and the Bidder shall furnish to the City all such information and data as is reasonable
required for this purpose. The City reserves the right to disqualify any bid if the evidence resulting from the
City' s investigation shows, in the opinion of the City, that the Bidder is not properly qualified to prosecute the
work described herein. With the Bid:
a. The bidder shall attach a completed Carpet Maintenance Reference Form
(Exhibit B) and bid sheet for Upholstery cleaning (Exhibit C)
b. The Bidder shall attach a list of equipment that will be made available to accomplish the work
and shall be prepared to have equipment inspected and approved by the City's Representative.
Preparation of Bids
Fill in all blanks on Bid Forms. Failure to do so may result in a bid disqualification. All entries shall be
made in ink on the forms here in. Bids entered on detached forms, on forms where phraseology has been
altered or where the documents have been otherwise altered will not be accepted.
Where discrepancies exist between unit prices and totals, the unit price shall be used.
Sign the bid in the blank space provided therefor. If Bidder is a corporation, the legal name of the
corporation shall be set forth, together with the signature of the officer or officers authorized to sign contracts
on behalf of the corporation. If the Bidder is a partnership, the true name of the firm shall be set forth, together
with the signature of the partner or partners authorized to sign contracts on behalf of the partnership.
Pre -Award Contract Negotiations
Within forty-five (45) days after the bid opening, the City will enter into contract negations with the
lowest responsive and responsible Bidder. If that Bidder cannot qualify or declines to enter into the
Agreement, the City may enter into negotiations with the next lowest responsive and responsible Bidder.
7
GENERAL INFORMATION
The City of Fort Collins currently occupies 25 buildings requiring carpet maintenance. The City of Fort
Collins has established guidelines for their carpet maintenance program, which are described in detail within
this bid request. Interested bidders must be completely familiar with the procedures and equipment required to
execute the work as specified herein. Initial award shall be for a one-year period and, at the option of the City,
the Agreement may be extended for additional one-year periods not to exceed four (4) such periods.
The City reserves the right to request supplemental documentation and interviews with any of the
qualified bidders. Bid award will be made to the low responsible, responsive bidder meeting bid specifications.
Please review all the enclosed information carefully and direct any questions regarding specifications to
Joan Barrie at (970) 221-6592. Questions regarding bidding process or contracts should be directed to Jim
Hume, Senior Buyer, 970-221-6776. Changes to bid documents will be made via written addendums and
transmitted to all holders of complete specifications.
91
Carpet Maintenance
Building Locations - 2004
Total
S. F.
Designation
Building
Location
Map
Location
Approx.
Carpeted SF
Orange
High -
12 x yr.
Blue
Medium
4x yr.
Yellow
Low -
1 x yr.
215 Mason - 1' Floor
215 N. Mason
B - 30
14,676
3,206
3,484
7,986
215 Mason - 2" Floor
17,355
1,260
3,874
12,221
215 Mason - 3` Floor
17,912
1,358
2,013
14,541
281 N. College - 2" Floor
281 N. College - 15t Floor
281 N. College
B - 11
8,993
14,326
1,318
2,907
454
1,895
7,221
9,524
CIS - 330 S. College
330 S. College
B - 26
6,045
1,961
210
3,874
Meter Readers - 330 S. College
330 S. College
B - 26
1,576
567
1,009
Budget Cottage
321 Maple
B - 37
1,837
370
1,467
City Hall - Main/2" Floor
City Hall - Basement/1 5t Floor
300 Laporte
6-7
9,227
8,853
674
200
3,776
1,442
4,777
7,211
City Park Center
1599 City Park
A- 19
168
168
EPIC - 1' Floor
1801 Riverside
A - 22
8, 226
1,273
6,260
593
EPIC -2"Floor
1,678
1,678
Fleet Services
835 Woods
A - 5
2,512
719
1,793
Grandview Office
1900 W. Mt.
A - 46
454
454
Libra - 2" Floor
Libra - 1" Floor
201 Peterson
B - 14
15,376
9,077
3,611
4,158
305
325
11,460
4,594
Mulberry Pool - 1S Floor
424 Mulberry
B - 15
1,504
475
1,029
Mulber Pool - 2 nd Floor
3,445
2,571
874
Museum -1S /Mezzanine
200 Matthews
B - 32
4,173
2,563
1,610
Museum - Basement
1,563
1,563
Nix Farm Office
Hoffman Mill Rd.
A - 52
2,365
727
1,638
Northside Atzlan Center
112 Willow
B - 6
2,452
1,378
1,074
Operations Services
117 N. Mason
B - 12
5,451
1,900
3,551
Park Shop
413 S. Bryan
A - 20
4,500
1,333
889
2,278
PFA - 2" Floor
102 Remin ton
B - 24
2,098
998
214
886
PFA- I" Floor
1,918
530
358
1,030
Police Services - 2 nd Floor
300 Laporte
B - 8
6,278
722
1,015
4,541
Police Services - 1s` Floor
5,666
1,404
2,143
2,119
Police Services - Basement
2,100
754
1,346
Recreation
214 N. Howes
B - 34
4,646
1,347
1,232
2,067
Senior Center
1200 Raintree
A - 20
10,786
6,084
3,627
1,075
Transfort
6570 Portner
A - 48
2,905
1,202
851
852
Transit Center
250 N. Mason
B - 10
4,007
1,483
1,343
1,181
Water Reclamation
Drake Rd.
A - 3
5,491
1,296
2,951
1,244
Utilities Services
700 Wood St.
A - 50
40,177
8,735
10,709
20,733
Totals
249,716
38,517
54,457
74,022
0