HomeMy WebLinkAboutBID - 5879 ROOFING SERVICES ANNUALCity of Fort Collins
Administrative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5879
ROOFING SERVICES
BID OPENING: OCTOBER 5, 2004, 2:30p.m. (our clock)
Sealed bids will be received and publicly opened at the office of the Director of Purchasing and
Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522,
at the time and date noted on the bid proposal and/or contract documents. If delivered, they are
to be sent to 215 North Mason Street, 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 2:30p.m. (our clock), October 5,
2004.
A copy of the Bid may be obtained as follows:
1. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with the legal
capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour
set for closing. Once bids have been accepted by the City and closing has occurred, failure to
enter into contract or honor the purchase order will be cause for removal of supplier's name
from the City of Fort Collins' bidders list for a period of twelve months from the date of the
opening. The City may also pursue any remedies available at law or in equity. Bid prices must
be held firm for a period of forty-five (45) days after bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications
contained in the City's specifications initially provided to the bidder. Any proposed modification
must be accepted in writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly
identified by the bid number and bid name contained in the bid proposal.
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.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 0 (970) 221-677b • rHn lyru) zLl-oiui
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill Il, CPPO
Director of Purchasing and Risk Management
(vendor name)
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
CORPORATE SECRETARY
(Corporate Seal)
WOSA 4/2001
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Acceptance
Service Provider agrees to perform the services identified above and on the attached forms in
accordance with the terms and conditions contained herein and in the Services Agreement between the
parties. In the event of a conflict between or ambiguity in the terms of the Services Agreement and this
work order (including the attached forms) the Services Agreement shall control.
Service Provider
By:
Date:
City:
The attached forms consisting of _ (_) pages are hereby accepted and incorporated herein by this
reference, and Notice to Proceed is hereby given.
City of Fort Collins
By:
Date:
Director of Purchasing and Risk Management if over $30,000
412001
Exhibit C: 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
insured 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. 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.
4/2001
Bidders must be properly licensed and secure necessary permits wherever applicable
Bidders not responding to this bid will be removed from our automated vendor listing for the
subject commodities.
The City may elect where applicable, to award bids on an individual item/group basis or on a
total bid basis, whichever is most beneficial to the City. The City reserves the right to accept or
reject any and all bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity, favor, entertainment, kickback or any items of monetary value from any person who
has or is seeking to do business with the City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All
freight charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and
not entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's compliance
with the City's purchasing restrictions. A copy of the resolutions is available for review in the
Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and
reported to authorities as such. Your authorized signature of this bid assures that such bid is
genuine and is not a collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed,
self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our
office 7 days after the bide
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ZJampsB.O'Neill Il, CPPO, FNIGP
r of Purchasing and Risk Management
E
CITY OF FORT COLLINS
BID PROPOSAL
BID # 5879
ROOFING SERVICES
BID OPENING: October 5 2004 2.30pm (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR
ROOFING SERVICES - ANNUAL BID PER THE BID INVITATION AND ANY REFERENCED
SPECIFICATIONS.
Contractors will perform repair, maintenance, and installation roofing services for the City of Fort
Collins. Needed services during the contract period will be requested through issuance of work
orders. There is no guaranteed minimum amount of services to be ordered. No work order
exceeding $50,000 will be issued. The City reserves the right to supply any or all materials.
Awarded contractors must enter into the attached service agreement (sample attached for your
review) and provide the required insurance. This agreement is effective for one year from the
date on the service agreement. 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 sixty (60) days prior
to contract end.
Contractor to:
1.1 Provide normal services as established in the work order. Provide emergency or
urgently requested services within 2 (two) hours of request.
1.2 Provide an after normal work hours phone number to be used by the City to
request emergency or urgently needed services.
1.3 Clean-up the job site at the end of each day and at work completion.
1.4 Obtain any needed permits for repair or installation work.
1.5 Provide proof of personnel qualifications, to include but not limited to: copies of
licenses, school certificates, letters of reference, etc.
1.6 Provide evidence of having adequate and sufficient equipment to perform
quality services.
3
E
3
Contractor Qualification.
2.1 Contractor must have minimum of five (5) years experience in the installation and
repair of commercial roofing.
2.2 Contractor must be certified for repairs of modified bitumen and other single -ply
roofs, asphalt shingles, cedar shake shingles, built -up -roofing, PVC, foam, clay
tile and elastomeric systems.
2.3 Work must be performed by the contractor's payroll employees under the
contractor's immediate supervision
Work Order Procedure:
3.1 All job estimates must be submitted on a unit price basis consistent with the
prices established in the Bid Schedule section.
3.2 Contractor will invoice for all jobs completed on a unit Price basis using the prices
established in the Bid Schedule section including appropriate mark-up on
materials, if any. Material invoices must be included with the billing invoices.
3.3 Work order number, if work is over $2000, must be included on billing invoices.
3.4 The Contractor may be required, by the City User Department Representative, to
submit for review a breakdown of hours worked per man/day for Journeyman,
and/or apprentice workers, on any project or item of work requested.
3.5 Maximum material mark-up City will pay:
1) < $500.00 + 10%
2) > $500.00 + 8%
Bidder's mark-up
Bidder's mark-up
4. Bid Schedule (will become Exhibit "B" in awarded contractor's service agreement)
Bidder's mark-up (<$500)
Bidder's mark-up (4500)
Normal Hourly rate for Journeyman
Normal Hourly rate for Apprentice
Overtime Hourly rate for Journeyman
Overtime Hourly rate for Apprentice
FIRM NA
4
5. Method of Award:
Award will be made to one (1) to three (3) contractors, based on the following:
(1) The most favorable total cost for the labor requirements stated below
(2) The contractors meeting the requirements of the Service Agreement.
16 Hours X $ (Normal Hourly rate for Journeyman) = $
12 Hours X $ (Normal Hourly rate for Apprentice) = $
5 Hours X $ (Overtime Hourly rate for Journeyman) = $
4 Hours X $ (Overtime Hourly rate for Apprentice) = $
TOTAL COST = $
FIRM NAME
Are you a: (circle one) Corporation, Partnership, DBA, LLC, or PC
SIGNATURE
ADDRESS
PHONE/FAX #
5
Sample *** SERVICES AGREEMENT *** Sample
WORK ORDER TYPE
Roofing Contractor
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. Services to be Performed
a. This Agreement shall constitute the basic agreement between the parties for services.
The conditions set forth herein shall apply to all services performed by the Service
Provider on behalf of the City and particularly described in Work Orders agreed upon in
writing by the parties from time to time. Such Work Orders, a sample of which is
attached hereto as Exhibit "A", consisting of ## (# ) page, and incorporated herein by
this reference, shall include a description of the services to be performed, the location
and time for performance, the amount of payment, any materials to be supplied by the
City and any other special circumstances relating to the performance of services. The
only services authorized under this agreement are those which are performed after
receipt of such Work Order, except in emergency circumstances where oral work
requests may be issued. Oral requests for emergency actions will be confirmed by
issuance of a written Work Order within two (2) working days.
b. The City may, at any time during the term of a particular Work Order and without
invalidating the Agreement, make changes within the general scope of the particular
services assigned and the Service Provider agrees to perform such changed services.
2. Changes in the Work
The City reserves the right to independently bid any services rather than issuing work to the
Service Provider pursuant to this Agreement. Nothing within this Agreement shall obligate the
City to have any particular service performed by the Service Provider.
3. Time of Commencement and Completion of Services
The services to be performed pursuant to this Agreement shall be initiated as specified by each
written Work Order or oral emergency service request. Oral emergency service requests will be
acted upon without waiting for a written Work Order. Time is of the essence.
4. Contract Period
This Agreement shall commence ###, ##, and shall continue in full force and effect until ###,
##, 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. 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
WOSA 10/97 6
of renewal will be provided to the Service Provider and mailed no later than sixty (60) 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 is 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.
6. Early Termination by City/Notices
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 mailed 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 address:
City Service Provider
City of Fort Collins Purchasing
PO Box 580
Fort Collins, CO 80521
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the termination date, 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
This is an open-end indefinite quantity Agreement with no fixed price. The actual amount of
work to be performed will be stated on the individual Work Orders. The City makes no
guarantee as to the number of Work Orders that may be issued or the actual amount of services
which will in fact be requested.
8. Payments
a. The City agrees to pay and the Service Provider agrees to accept as full payment for all
work done and all materials furnished and for all costs and expenses incurred in
performance of the work the sums set forth for the hourly labor rate and material costs,
with markups, stated within the Bid Schedule, attached hereto as Exhibit "B", consisting
of one (1) page, and incorporated herein by this reference.
b. Payment shall be made by the City only upon acceptance of the work by the City and
upon the Service Provider furnishing satisfactory evidence of payment of all wages,
taxes, supplies and materials, and other costs incurred in connection with the
performance of such work.
WOSA 10/97 7
9. City Representative
The City's representative will be shown on the specific Work Order and shall make, within the
scope of his or her authority, all necessary and proper decisions with reference to the work
requested. All requests concerning this Agreement shall be directed to the City Representative.
10. Independent Contractor
It is agreed that in the performance of any services hereunder, the Service Provider is an
independent contractor responsible to the City only as to the results to be obtained in the
particular work assignment and to the extend that the work shall be done in accordance with the
terms, plans and specifications furnished by the City.
11. 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.
12. 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 under the Agreement or of any cause of action arising out of
the performance of this Agreement.
13. 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.
14. 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.
15. 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,
WOSA 10/97 8
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.
16. 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 representative,
successors and assigns of said parties.
17. 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 "C",
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 Mason, 2"d Floor, Fort Collins,
Colorado 80524 one copy of a certificate evidencing the insurance coverage required
from an insurance company acceptable to the city.
18. 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.
19. Law/Severability
This Agreement shall be governed in all respect by the laws of the State of Colorado. 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.
WOSA 10/97 9