HomeMy WebLinkAboutBID - 5885 PUMP MAINTENANCE FOR PARKS ANNUALCitv of Fort Collins
Administrative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5885
PUMP MAINTENANCE FOR PARKS
BID OPENING: NOVEMBER 29, 2004, 3:OOP.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 pro�osal and/or contract documents. If delivered, they are
to be sent to 215 North Mason Street, 2" Floor, Fort Collins, Colorado 80524. If mailed, the
address is P.O. Box 580, Fort Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 3:00p.m. (Our Clock), November
29, 2004.
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. 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 Bids may be withdrawn up to the date and hour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 • (970) 221-6775 • FAX (970) 221-6707
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
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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 often (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 parry'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 ordeath
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
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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 " D", consisting of ( )
page[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, 215 N. Mason, PO Box 580, Fort Collins, Colorado 80522 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.
20. 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.
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CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[INSERT CORPORATIONS 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 "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:
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
The attached forms consisting of _ (_) pages
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Acceptance
User
are hereby accepted and incorporated herein by
this reference, and Notice to Proceed is hereby
given.
City of Fort Collins
By:
Date:
Bidders must be properly licensed and secure necessary permits wherever applicable
Bidders not responding to this bid will be removed from our automated vendor listing for
the subject commodities.
The City may elect where applicable, to award bids on an individual item/group basis or
on a total bid basis, whichever is most beneficial to the City. The City reserves the right
to accept or reject any and all bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council,
shall have a financial interest in the sale to the City of any real or personal property,
equipment, material, supplies or services where such officer or employee exercises
directly or indirectly any decision -making authority concerning such sale or any
supervisory authority over the services to be rendered. This rule also applies to
subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment,
kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid.
All freight charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid
figures and not entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's
compliance with the City's purchasing restrictions. A copy of the resolutions are available
for review in the Purchasing Office or the City Clerk's Office. Request Resolution 91-121
for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected
and reported to authorities as such. Your authorized signature of this bid assures that
such bid is genuine and is not a collusive or sham bid.
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 one 7 days after the bid opening.
James/B. O'Neill II, CPPO, FNIGP
WDirector of Purchasing and Risk Management
CITY OF FORT COLLINS
BID PROPOSAL
PUMP MAINTENANCE FOR PARKS DEPARTMENT
BID #5885
BID OPENING: NOVEMBER 29, 2004, 3:OOP.M. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS
FOR PUMP MAINTENANCE CONTRACTOR FOR PARKS DEPARTMENT - Annual
Bid PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS:
The City of Fort Collins Parks and Recreation Department is requesting bids to supply
experienced pump maintenance and reconditioning work as requested by City Parks or
other City department personnel. It will include, but not limited too, pulling vertical turbine
pumps from existing pumping stations, inspecting and repairing pumps and motors as
needed, and reinstalling to working order. 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 contractor must enter into the attached service agreement (for your review) and
provide the required insurance (Exhibit B). 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. Renewals and pricing changes shall be negotiated by and agreed to by both
parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning
and Budget Office will be used as a guide. Written notice of renewal shall be provided
to the Service Provider and mailed no later than 90 days prior to contract end.
Any technical questions should be directed to Eileen Scholl, Project Manager at
(970) 416-2062.
Any Purchasing questions should be directed to John Stephen, CPPO, CPPB, Senior
Buyer at (970) 221-6775.
BID SCHEDULE
Hourly rates charged for work ordered under this agreement will be:
A. Normal Hours (From _A.M. To _P.M.)
$ Per Hour (In Shop) $ Per Hour (Field Service)
$ Per Hour (Emergency)
B. Material Costs:
Maximum material mark-up City will pay:
1) < $500.00 +
10% Bidder's mark-up
%
2) > $500.00 +
8% Bidder's mark-up
%
Method of Award:
Award will be based upon (1) the most favorable total cost for the labor and material
requirements stated below (2) the Service Provider meeting the requirements of
Qualifications of Bidder and (3) the Service Provider meeting the requirements of the
Service Agreement.
16 Hours X $ (Normal Hourly rate for In Shop) _ $
12 Hours X $ (Normal Hourly rate for Field Service) _ $
5 Hours X $ (Hourly rate for Emergency) _ $
$450 in Materials X 1._% _ $
$800 in Materials X 1._% _ $
TOTAL COSTS.... _ $
FIRM NAME
Are you a Corporation, Partnership, DBA, LLC, or PC
SIGNATURE
ADDR
PHONE/FAX #
SCOPE OF WORK
1. Service Provider to:
A. Provide pump and motor maintenance and additional services as set out
in specific work orders.
B. Clean-up each job site at the end of each day and at work completion.
C. Must be able to be reached by telephone during prescribed business
hours.
D. Remove and restore pumphouse roof if needed.
E. Warranty all parts and labor for at least one year.
F. Provide material invoices and labor breakdown with all billing statements.
G. Be present when pump is brought on-line in spring if requested.
2. Qualifications of Bidder
A. Qualified bidder must be doing business under the present business name for
the past three consecutive years unless approved by the City.
B. At least five (5) years consistent, hands on experience in pulling and
reconditioning vertical turbine pumps , hollow shaft motors, and centrifugal
booster pumps. Must be able to demonstrate this through references which must
include contact name, date when work was completed and type of work.
C. Qualified bidder shall have sufficient manpower and equipment to accomplish
said work in the required time.
D. The Owner may make such investigation as it deems necessary to determine
the ability of the bidder to perform the work and the bidder shall furnish to the
Owner all such information and data as is reasonably required for this purpose.
The Owner reserves the right to disqualify any bid if the evidence resulting from
the Owners investigation shows, in the opinion of the Owner, that the bidder is not
properly qualified to prosecute the work described herein.
3. Workmanship and Materials
A. Work must be performed by skilled tradesmen.
B. All parts used must meet manufacturer's guidelines.
4. Sub -contracting
A. It will be the responsibility of the Service Provider to insure that materials and
all work performed by sub -contractor will be warranted for one year from
completion date.
5. Work Order Procedure
A. All job estimates must be submitted on a unit price basis consistent with the
prices established in the Methods of Award/Bid Schedule section. The Parks
Department must be notified of a "not to exceed price" after a pump is pulled and
dismantled at the contractors shop.
B. Contractor will invoice for all jobs completed on a unit price basis with the
prices established in the Method of Award/Bid Schedule section, including
appropriate mark up on materials, if any. Material invoices must be included with
the billing invoices.
C. Work Orders shall be issued and signed by the Designated Parks or Other
Dept. Representative.
D. Work order numbers shall be included on the billing invoices
6. Payment Procedure
A. Payment for parts may be paid when invoices are received. Payment for labor
will be paid when job is completed and has been signed off by the Parks or other
Representative.
SERVICES AGREEMENT
WORK ORDER TYPE
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'.
W ITNESSETH:
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 for
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[s], 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. No workorder shall exceed $ . 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
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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. [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 90 days prior to contract end.
4. Contract Period. [Option 2] This Agreement shall commence 199 , and
shall continue in full force and effect until , 199_, 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. Renewals and pricing changes
shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU
published by the Colorado State Planning and Budget Office will be used as a guide. Written
notice of renewal shall be provided to the Service Provider and mailed no later than 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 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
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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
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. No Work Order of or more shall be issued.
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 Proposal Form, attached hereto as Exhibit "B", consisting
of (_) page[s], 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.
9. City Representative. The City's representative will be shown on the specific Work
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