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HomeMy WebLinkAboutBID - 6095 RENTAL BID 2008Financial Services Purchasing Division 215 N loon Collins Foort BoxColli s0 CO 80522 Purchasing 970 221 6775 970 221 6707 /cgov com/purchamrig INVITATION TO BID 6095 Equipment Rental Bid BID OPENING 2 30 P M (our clock), March 25, 2008 The City of Fort Collins is accepting bids for various items of rental equipment Please complete and return the attached bid form Sealed bids will be received and publicly opened at the office of the Directorof 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 2"e 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 priorto 2 30 p m (our clock), March 25 2008 Questions regarding bid submittal or process should be directed to James R Hume CPPO Senior Buyer (970) 221 6776 A copy of the Bid may be obtained as follows Download the Bid from the Purchasing Webpage Current Bids page at http //fcgov com/eprocurement 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by an authorized representative of the company with the legal capacity to bind the company to the agreement Bids maybe withdrawn up to the date and hour set for closing Once bids have been accepted by the City and closing has occurred failure to enter into contractor honor the purchase order will because for removal of suppliers 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 fora 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 specifications initially provided to the bidder Any proposed modification must be accepted in writing by the City prior to award of the bid Rev 10/20/07 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 ourautomated vendor listing forthe 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 firms compliance with the City s purchasing restrictions A copy of the resolutions is available for review in the Purchasing Office or the City Clerks 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 J m B O Neill II CPPO FNIGP D ctor of Purchasing and Risk Management Rev 10/20/07 BID PROPOSAL BID # 6095 EQUIPMENT RENTAL BID BID OPENING March 25, 2008, 2 30pm (our clock) WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS REQUIREMENTS FOR Equipment Rental PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS The City of Fort Collins is accepting bids for various items of rental equipment Please complete and return the attached bid form SPECIFICATIONS General The City of Fort Collins extends an invitation to bid for supplying equipment to the City as rentals on an as needed basis during a one year period starting with equipment rented on or after April 15, 2008 and ending April 14, 2009 or at the end of one yearfrom beginning of the rental period for any equipment covered by this bid Rental Terms and Conditions Terms and conditions of rentals shall be as set forth in the attached City of Fort Collins Equipment Rental Master Agreement A Rental Master Agreement must have been executed between the equipment vendor and the City of Fort Collins prior to renting to the City any individual equipment with a total rental cost exceeding $2000 Rental period where needed will be specified in the body of the Purchase Order issued to cover the equipment rental No other agreement will be executed for rental of equipment covered under this Rental Bid The lessor may require a signed receipt verifying actual delivery of rental equipment Ownership Transportation and Taxes The rental vendor should own listed equipment All transportation fees to and from Fort Collins must be clearly noted on the bid form All taxes and fees including SMM taxes are the responsibility of the vendor Pricing and Rental Information The attached bid forms must be completely filled out listing rental prices less any discounts equipment make model and year and noting any transportation charges These prices must remain firm until April 14. 2009 or until the end of the rental period for individual equipment whichever is later Method of Award This bid will NOT be awarded to one vendor Each responding Vendor will be placed on a priority list and ranked by the type of equipment and applicable rental bid price The lowest responsible Bidder in each category will be contacted first then next lowest responsible Bidder contacted etc until the required equipment is obtained Equipment Rental Master Agreement The attached Equipment Rental Master Agreement must be filled out signed and returned along with your bid Firms which signed and returned such Agreements for 1999 2007 and who to scan a new form Following this paragraph is a list of the firms who have signed Agreements on file If there are questions concerning the Master Agreement please contact Jim Hume Senior Buyer at 970-221 6776 Firms with Signed Equipment Rental Master Agreements on file Advantage Rent -A Car (Fort Collins) Colorado Machinery Ellen Equipment Hertz Equipment Rental Corporation Macdonald Equipment Co Power Equipment Co Rental Service Corp Stewart & Stevenson Power Inc Sunbelt/Nations Rent Sunstate Equipment United Rentals Wagner Equipment Co Wagner Rents Vermeer of Colorado City of Fort Collins Equipment Rental Master Agreement 2008 This lease agreement dated as indicated at the end of the agreement is between (Lessor) and the City of Fort Collins Colorado (Lessee) a body corporate and politic existing under the laws of the State of Colorado PO Box 580 Fort Collins Colorado 80522 is as follows 1 0 Agreement to Lease Lessor agrees to lease to Lessee and Lessee agrees to lease from Lessor equipment when needed as specified in the current City of Fort Collins annual Equipment Rental Bid This Agreement shall remain in effect until cancelled Either party may cancel by providing thirty (30) days written notice 2 0 Application of Agreement This agreement is required for any individual equipment rented under the Equipment Rental Bid where the total rental costs exceed $2 000 3 0 Entire Agreement This writing together with the Specifications contained in the current Equipment Rental Bid and the associated Purchase Order Terms and Conditions constitutes the entire agreement between the parties their officers employees agents and assigns and supersedes all prior agreements understandings warranties or promises between the parties hereto whether written spoken or implied from the conduct of the parties hereto The Lessor may require a signed receipt verifying actual delivery of rental equipment 4 0 Delivery Delivery terms are FOB Fort Collins Fleet Services Equipment Shop at 835 Wood Street or if requested Streets Shop at 625 9th Street Delivery to other locations will be negotiated on an individual basis At the end of the lease equipment will be returned to the delivery location for pickup unless other arrangements have been agreed to by the department representative 5 0 Commencement and Term of Lease The obligations under this lease shall commence on the day equipment is accepted by the City of FortCollins The term of the lease shall be specified in the body of the City purchase order issued for each piece of rental equipment Such lease term shall not exceed one calendar year The Lessee has the right to terminate a rental under this agreement at anytime if the equipment fads to perform as intended or in the event of non appropriation of funds a provided in paragraph 13 below Lessee may renew the initial lease up to a maximum total lease term of one calendar year by specifying the renewal term on an addendum to the original purchase order 6 0 Rental Payments Lessee may not deduct any amount or reduce any payment for any reason except for failure of the equipment to operate as intended unless the Lessor has agreed to a reduction Payments are due within 30 days of receipt of invoice by the City of Fort Collins Accounting Department Monthly payment amounts shall be specified in the body of the City purchase order issued for each rental covered by this agreement '41 7 0 Location and Inspection of Equipment The equipment will be used in various locations within the City of Fort Collins and the surrounding area Lessor's representative may inspect rental equipment on location at any reasonable time and may remove equipment from service if required for repair or maintenance provided that replacement equipment of similar or greater capability is made available to the City at no additional charge while the original equipment is being serviced or repaired 8 0 Maintenance and Use of Equipment The Lessee agrees at the Lessee s expense to maintain and return the equipment in the same condition as when delivered to it by the Lessor ordinary wear and tear excepted The Lessor may require the replacement of certain high -wear parts such as crusher taws asphalt mill teeth etc Such parts shall be clearly identified in writing to the Lessee Lessee will include the details of such parts replacement in the body of any applicable purchase order Accessories and devices installed on the equipment by the Lessee become the property of the Lessor unless the accessories or devices are removed and any damage caused by such installation and removal is repaired at Lessee expense pnorto return of equipment to Lessor Lessee agrees not to permit the equipment to be abused overloaded used beyond its capacity or used in a negligent manner 9 0 Additional Rental Charges Lessee agrees that rental rates quoted in the Equipment Rental Bid are based on eight (8) hours per day forty (40) hours per week (seven consecutive days equals one week) and one hundred seventy-six (176) hours per month Lessee agrees to pay additional rental prorated at the applicable rate for each hour the rented equipment is used in excess of such time Where the rental rate is based on mileage Lessee agrees to pay the extra mileage charge specified in Lessor s response to the applicable Rental Bid 10 0 Liability To the extent permitted by law Lessee assumes all risk and liability for and agrees to hold Lessor and its assigns harmless from all damages for injuries or death to persons or property arising out of use possession or transportation of the equipment except to the extent that the same results directly from the negligence of Lessor 11 0 Assignment Lessor may not assign this Rental Agreement or any right title or interest of Lessor in any equipment rented under this agreement or any sums due from Lessee for such rentals without the written consent of the Lessee Lessee may not assign this Rental Agreement 12 0 Ownership This is a rental agreement The equipment is and shall remain the property of the Lessor during the lease period 13 0 Non appropriation of Funds Lessee reasonably believes that it will have a need for equipment rented for the duration of lease terms negotiated underthis agreement and that funds will be available and appropriated to make all rental payments during those terms Lessee will seek funding each year as part of its Budget process If funds to continue the leasing of equipment for any ensuing term are not legally available for such purpose Lessee may terminate rentals under this agreement with no further liability 14 0 Disclaimer of Warranties and Exclusion of Remedies Lessee acknowledges that the Lessor is not the manufacturer of the equipment nor the manufacturer's or vendor's agent Accordingly with the exception of express warranties made by the Lessor to Lessee all warranties and remedies whether they be expressed or implied specifically including but not limited to the warranties of merchantability and fitness for a particular purpose and remedy of incidental and consequential damages are excluded 15 0 Insurance Lessee is self insured in accordance with the laws of the State of Colorado up to $50 000 and provides comprehensive general all risk liability insurance for claims over that amount Proof of such insurance coverage will be sent to Lessor upon request 16 0 Choice of Law This lease shall be considered to have been made in the State of Colorado and shall be interpreted in accordance with the laws of Colorado Lessor agrees to jurisdiction in Colorado in case of any action suit or proceeding ansmg out of this lease Lessor acknowledges transacting business in Colorado by entering into this lease and that the jurisdiction choice of law and venue provisions of this lease are specifically terms of this lease 17 0 Severabdity In the event any covenant condition or provision of this Agreement is held to be invalid by final judgment of any court of competent jurisdiction the invalidity of such covenant condition or provision shall not in any way affect any of the other covenants conditions or provisions of this Agreement provided that the invalidity of any such covenant condition or provision does not materially prejudice either Lessor or Lessee in his or its respective rights and obligations under the valid covenants conditions or provisions of this Agreement 18 0 Cumulative Rights All remedies provided in this Agreement shall be deemed cumulative and additional and not in lieu of or exclusive of each other or of any other remedy available to the City or Contractor at law or in equity and the exercise of any remedy or the existence herein of other remedies or indemnities shall not prevent the exercise of any other remedy 19 0 Non -Waiver The failure by either party to exercise any right or rights accruing to it by virtue of the breach of any covenant condition or agreement herein by the other party shall not operate as a waiver of the exercise of such right or rights in the event of any subsequent breach by such other party nor shall such other party be relieved thereby from its obligations under the terms hereof 20 0 Benefits This Agreement is made for the sole and exclusive benefit of the Lessee and Lessor their successors and assigns and is not made for the benefit of any third party 21 0 Construction In the event of any ambiguity in any of the terms of this Agreement it shall not be construed for or against any party hereto on the basis that such party did or did not author the same 5 22 0 Successors and Assigns All covenants stipulations and agreements in this Agreement shall extend to and bind each party hereto its legal representatives successors and assigns 23 0 Notices Notices permitted or required to be given under this Agreement shall be in writing and shall be deemed given upon personal delivery or upon deposit in the United States Mail certified return receipt requested postage fully prepaid addressed as follows or to such other address as the parties may designate from time to time by notice given in accordance with this Section To Lessor To the person signing this agreement on behalf of the Lessor at the address given below To Lessee To the attention of Jim Hume Buyer at the address given below Lessor Lessee Company Name City of Fort Collins City Street Zip Phone/Fax By Print Name Title 11 PO Box 580 Fort Collins CO 80522 Phone 970-221-6775/Fax 970 221 6707 0 James B O Neill II CPPO FNIGP Director of Purchasing and Risk Mgt