HomeMy WebLinkAboutBID - 5852 DRY CLEANING SERVICESCity of Fort Collins
Administrative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5852
DRY CLEANING SERVICES
Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and
Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 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"d Floor, Fort Collins, Colorado 80524. If mailed,
the address is P.O. Box 580, Fort Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 2:00p.m. (our clock), May 7, 2004.
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 Bids may be withdrawn up to the date and hour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 hp indiAprl in nrirpc ciihrnittarl on prnpOsal
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
4. Contract Period. [Option 2] This Agreement shall commence 200_,
and shall continue in full force and effect until 200_1 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:
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In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
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,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
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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.
CITY OF FORT COLLINS, COLORADO
a municipal corporation
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
By:
John F. Fischbach
City Manager
By:
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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EXHIBIT B
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under
this bid, the Service Provider shall furnish the City with certificates of insurance showing the
type, amount, class of operations covered, effective dates and date of expiration of policies, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except
after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged in
work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by Colorado
law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the
life of this Agreement such commercial general liability and automobile liability insurance
as will provide coverage for damage claims of personal injury, including accidental
death, as well as for claims for property damage, which may arise directly or indirectly
from the performance of work under this Agreement. Coverage for property damage
shall be on a "broad form" basis. The amount of insurance for each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
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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.
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.
4asOB ONeill ll, CPPO, FNIGP
r of Purchasing and Risk Management
E
I I., n .1. It
CITY OF FORT COLLINS
BID PROPOSAL
BID #5852
BID OPENING: May 7, 2004, 2:OOpm, (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS REQUIREMENTS FOR
DRY CLEANING SERVICES, PER THE BID INVITATION AND ANY REFERENCED
SPECIFICATIONS.
SPECIFICATIONS:
1. General: This specification covers the dry cleaning requirements of the City of Fort Collins
Police Department (FCPD). Awards shall be for an initial period of one year, from July 15,
2004 through July 14, 2005. Dry Cleaning Services under this agreement shall be provided
only to authorized department personnel. At the option of the City awards may be renewed
for up to four (4) additional one-year periods. Price changes must be negotiated with and
agreed to by both parties.
2. Assignment & Equipment: Assignment or transfer of this agreement shall not be allowed
without written approval by the City of Fort Collins. Service Provider shall have necessary
equipment to provide dry cleaning of clothing and shall not employ a third party for this
operation. The City reserves the right to inspect equipment on the bidder's premises.
3. Quantities: The quantities listed are approximate annual quantities, based on past
purchase records. The actual number of items cleaned may vary, as the City reserves the
right to make Split Awards for this Bid to multiple locations around Fort Collins.
4. Pickup and Delivery: Uniforms and apparel will be delivered to and picked up from the
vendors by authorized police department personnel.
5. Unlisted Items: The City shall only pay for the cleaning of items listed in this bid.
6. Lost or Damaged Items: If the officer determines that an item has been lost or damaged
by the Service Provider, the City of Fort Collins reserves the right to reduce the bill for that
month by the current replacement value for that item.
7. Minimum Specifications:
Shirts, Uniformed Officers - Items are to be cleaned as specified by the officer, mended as
needed, and returned wrinkle -free and with all buttons firmly in place. Uniform shirts must be
pressed with military creases and returned on hangers.
Shirts, Plain Clothes Officers - Items are to be cleaned as specified by the officer, mended as
needed and returned wrinkle -free and with all buttons firmly in place. Return on hangers.
Trousers, Uniformed Officers - Items are to be cleaned as specified by officer, mended as
needed, returned wrinkle -free and with all buttons firmly in place.
Trousers, Plain Clothes Officers - Items are to be cleaned as specified by the officer, mended as
needed, returned wrinkle -free and with all buttons firmly in place.
Jackets, Uniformed Officers - Items are to be dry cleaned, mended as needed, returned wrinkle -
free and with no mats in pile. Return on hangers. Dry clean on an as needed basis.
Sport Coats, Plain Clothes Officers - Items are to be dry cleaned, mended as needed, returned
wrinkle -free and with all buttons firmly in place. Return on hangers.
3
Caps, Uniformed Officers - Items are to be dry cleaned on an as needed basis
Neckties, Uniformed and Plain Clothes Officers - Items are to be dry cleaned on an as needed
basis.
Skirts, Dresses, Blouses, Etc. - Plain Clothes Female Officers - Items are to be cleaned as
specified by the officer, mended as needed and returned wrinkle -free and with all buttons firmly
in place. Return on hangers.
8. Alteration Service: Service Providers shall perform quality alteration services as
requested by authorized personnel. Alteration service shall consist of: (1) taking up and
tapering of pants; (2) taking up or letting out waist; (3) shortening or lengthening trousers;
(4) taking up and tapering of shirt body and sleeves; and (5) taking up sleeve length. The
City of Fort Collins reserves the right to employ other firms for such alteration services.
9. Normal Service: All uniforms and plain clothes attire worn in lieu of uniforms must be ready
for use within two (2) working days from the time delivered to service provider. The City
of Fort Collins may deduct 5% of officer's billing for each additional day should the cleaning
time exceed two (2) working days. A schedule of business closures due to holidays, normal
days closed, etc. must be furnished in writing by the Service Provider to the FCPD
representatives.
10. Complaint Forms: Service Provider must provide complaint forms to the designated
representatives, when requested. Service Provider must report on corrective action
taken in response to reported problems.
11. City Representative: The FCPD shall specify in writing designated representatives to
which the Service Provider shall address all questions, correspondence, etc.
METHOD OF AWARD:
The bid proposal is divided into six sections. All items must be bid. Partial bids will not be
considered.
Firms will be evaluated and scored as follows:
Category
g
Weighting
Factor
Criteria
Scoring System
1
2.0
Total Cleaning Cost
Lowest Cost: 5 points
Others: Low Bid/Bid x 5
2
1.0
Average Cost of
Alterations
Lowest Cost: 5 points
Others: Low Bid/Bid x 5
Full Time = 2 points
3
1.0
Tailoring Services
Part Time = 1 point
Not available = 0 points
Over 5 years = 5 points
4
2.0
Ownership History
2-5 years = 3 points
< 2 years = 0 points
M
2 or more locations with 2 Working
5
2.0
Locations
Day Service = 5 points
< 2 locations with 2 Working Day
Service = 3 points
Outstanding = 5 points
Average = 3 points
6
2.0
Billing Capability
Poor or N/A = 0 points
Up to three contracts may be awarded, based on total points and/or location. Successful
Bidders will be expected to sign a Service Agreement as condition of Bid Award (see sample
attached).
5
BID PROPOSAL: Bid # 5852, Dry Cleaning Services Company Name
1. DRY CLEANING: Quantities are approximate annual estimates for bidding purposes
only. Actual quantities may be subdivided by multiple awards based on location.
Item
Description
Qty.
Price, each
Price, total
1
Shirts, short -sleeve, uniformed officers. Clean
as specified by officer, mend as needed, press
with military creases, return wrinkle -free on
han ers.
7000
$
$
1A
Shirts, long -sleeve, uniformed officers. Clean
as specified by officer, mend as needed, press
with military creases, return wrinkle -free on
hangers.
3300
$
$
2
Shirts, plain clothes officers. Clean as specified
by officer, return wrinkle -free on hangers.
2000
$
$
3
Trousers, uniformed officers.
Clean as specified by officer, return wrinkle -free.
7000
$
$
4
Trousers, plain clothes officers.
Clean as specified by officer, return wrinkle -free.
1350
$
$
5
Jackets, uniformed officers.
Dry clean as specified by officer, return wrinkle-
225
$
$
free on hangers with no mats in pile.
6
Sport Coats, plain clothes officers.
Dry clean as specified by officer, return wrinkle-
free on hangers.
250
$
$
7
Hats, uniformed officers.
Dry clean hat as specified by officer.
75
$
$
8
Neckties, uniformed and plain clothes officer.
Dry clean as specified by officer.
5000
$
$
9
Skirts, plain clothes officer.
Clean as specified by officer, mend as needed,
return wrinkle -free on hangers.
75
$
$
10
Dresses, plain clothes officer.
Clean as specified by officer, mend as needed,
return wrinkle -free on hangers.
50
$
$
11
Blouses, plain clothes officer.
Clean as specified by officer, mend as needed,
return wrinkle -free on hangers.
150
$
$
Total of all items
$
Me
2. ALTERATIONS:
Price for alteration services, as follows:
Description
Price, each
1 — Taking up and tapering of pants
$
2 — Taking up and letting out waist
$
3 — Shortening or lengthening trousers
$
4 — Taking up and tapering of shirt body and sleeves
$
5 — Taking up sleeve length
$
Total
$
Total divided by 5 = Average Cost of Alterations
$
3. TAILORING:
Are tailoring services available at your place of business during normal business hours? Full
time (30-40 hours a week) . Part time ( under 30 hours per week) . Not available
4. OWNERSHIP HISTORY:
How long have the present owners operated the business? More than 5 years Between 2
and 5 years . Less than 2 years
5. LOCATION INFORMATION:
Main location, address and business hours:
Address:
Monday -Friday: AM to PM and Saturday: AM to PM
Please List the same information for any and all satellite locations where uniforms can be
returned to the officer, cleaned and ready for use within two working days.
Use a separate sheet, if necessary.
Address:
Monday -Friday: AM to PM and Saturday: AM to PM
Address:
Monday -Friday: AM to PM and Saturday: AM to PM
7
Monday -Friday: AM to PM and Saturday: IAM to PM
6. BILLING CAPABILITY:
Service Provider must be able to provide accurate, detailed, itemized Monthly Statements.
Please enclose samples to illustrate your capabilities to do so
REFERENCES:
On a separate sheet, submit the names, phone numbers, and contacts for three or more
business or governmental entities for which your company provides uniform dry cleaning
services.
Vendor Name:
Address:
Telephone #
e-mail address:
Respondent l`
(Please Print)
By:
(Signature)
FAX #
PLEASE GO TO www.fcoov.com/purchasing TO REGISTER IN OUR E-
PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO
SELECT ALL APPROPRIATE COMMODITY CODES!
1.3
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
"Service Provider".
W ITNESSETH:
hereinafter referred to as
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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