HomeMy WebLinkAboutBID - 6120 CARPET MAINTENANCE (6)CITY OF FORT COLLINS
REQUEST FOR BIDS
PROJECT:
CARPET MAINTENANCE
BID # 6120
BID DUE: November 10, 2008
AT 2:30 P.M. (OUR CLOCK)
PURCHASING OFFICE
P.O. BOX 580,
FORT COLLINS, CO 80522
215 N. MASON AVE, 2nd FLOOR
FORT COLLINS, CO 80524
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CITY OF FORT COLLINS
INVITATION TO BID
BID # 6120
CARPET MAINTENANCE
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TABLE OF CONTENTS
INSTRUCTIONS TO BIDDERS 4
GENERAL INFORMATION 5
Building Locations and Square Footage 6-7
Scope of Work – Exhibit A 8
Carpet Information 8
Cleaning Materials 8-9
Cleaning Procedures 9-10
Approved Equipment 11
Bidder Qualifications 12
Submittal of Bids 13
Exhibit B – Carpet Maintenance Reference Form 14
Exhibit C – Upholstery Bid Sheet 15
SUPPLEMENTARY CONDITIONS 16-19
Exhibit D – Professional Services Agreement 20
Exhibit E
Insurance Requirements 24
Certificate of Insurance 25-26
COLOR CODED FLOOR PLANS
CITY MAPS – A & B
BID FORM – 4 pages is shown on City’s website as a separate file.
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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 Purchasing office at 215 N.
Mason between the hours of 8:00a.m. and 5:00p.m. Monday through Friday.
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.
Basis of Bid
All work described herein will be performed solely by the contractor.
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:
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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. 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. 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 thirty (30) 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.
GENERAL INFORMATION
The City of Fort Collins currently occupies 27 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.
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CARPET MAINTENANCE 2009
DESIGNATION OF TRAFFIC AREAS
BUILDING LOCATION Map Approx. Orange Blue Yellow
Location #
Carpeted
Sq. Ft. High - 12 Medium - 4 low - 1
215 Mason - 1st floor 215 Mason B - 32 15,305 4,040 3,562 7,703
215 Mason - 2nd floor 17,355 1,260 3,874 12,221
215 Mason - 3rd floor 17,912 1,358 2,013 14,541
281 N. College, 2nd floor 281 N. College B - 33 8,993 1,318 454 7,221
281 N. College, 1st floor 14,326 2,907 1,895 9,524
CIS/Treasury - 330 S.
College 330 S. College B - 34 6,045 1,961 210 3,874
Meter Readers - 330 S.
College 330 S. College B - 38 1,576 567 1,009
City Hall, Main/2nd floor 300 La Porte B - 35 9,227 674 3,776 4,777
City Hall, Basement / 1st
floor 8,853 200 2,327 6,326
CLUB TICO 1599 City Park A - 17 168 168
EPIC, 1st floor 1801 Riverside A - 18 6,580 1,273 4,714 593
EPIC 2nd floor 1,678 1,678
Fleet Services 835 Woods A - 19 2,512 719 1,793
Fossil Creek Maint
5833 S. Lemay
Ave. A - 2 1,549 1,549
Grandview Office
1900 W.
Mountain A - 20 454 454
Library, 2nd floor 201 Peterson B - 36 15,376 5,361 305 9,710
Library, 1st floor 9,077 4,483 - 4,594
Lincoln Center
417 W.
Magnolia St. B - 37 33,780 4,501 4,114 25,165
Mulberry Pool - 1st Floor 424 Mulberry B - 46 1,504 475 1,029
Mulberry Pool - 2nd Floor 3,445 2,571 874
Museum, 1st and
Mezzanine 200 Matthews B - 47 4,173 2,563 1,610
Museum, Basement 1,563 1,563
Nix Farm Office
Hoffman Mill
Rd. A - 6 2,365 727 1,638
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Northside Atzlan Center 112 Willow B - 48 7,061 5,898 1,163
Operations Services 117 N. Mason B - 41 5,751 2,200 3,551
Park Shop 413 S. Bryan A - 21 4,500 1,333 889 2,278
PFA - 3rd floor 102 Remington B - 49 476 217 259
PFA, 2nd floor 3,126 1,251 220 1,655
PFA, 1st floor 3,390 1,508 253 1,629
Police Services Bldg,
1stfloor
2221
Timberline B - 43 11,977 4,818 4,475 2,684
Police Services Bldg, 2nd
floor 12,975 5,270 6,714 991
Police Services Bldg,3rd
floor 19,105 7,859 4,321 6,925
Senior Center 1200Raintree A - 23 10,786 6,084 3,627 1,075
Streets 925 Ninth St. A- 10 5,247 1,531 1,896 1,820
Traffic Operations 626 Linden St. A - 11 4,658 4,658
TRANSFORT 6570 Portner A - 24 2,905 1,202 851 852
Transit Center 250 Mason B - 51 4,007 1,483 1,343 1,181
Water Reclamation Drake Rd. A - 15 5,491 1,296 2,951 1,244
Utilities Services 700 Wood St. A - 25 40,177 8,735 10,709 20,733
Totals 325,448 80,477 84,962 160,009
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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:
1. 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.
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
Interim Cleaning Method(s)
Absorbent Compound Cleaning
A granular carrier is impregnated with dry solvent, detergent and moisture. After brush
distribution, using a GLS mechanical system, the carrier absorbs soil and both are removed with
dry vacuuming.
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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 extra high, high and medium traffic
areas.
Deep Cleaning Method
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
NOTE: All carpet cleaning chemicals used on this project must be Green Seal GS-37 certified
for General Purpose, Bathroom, Glass and Carpet Cleaners used for Industrial and Institutional
Purposes or certified through Environmental Choice CCD-148, for carpet and upholstery care.
CLEANING PROCEDURES
ABSORBENT COMPOUND CLEANING
Clear the area of chairs and small furnishings.
Vacuum the entire area with the recommended equipment.
Damp pile-lift heavily soiled and heavily trafficked areas using pre-spray designed
specifically for absorbent compound being used.
Spot clean entire area using appropriate spotting techniques.
Apply absorbent compound using care to apply no more material than is
necessary to clean the carpet.
Brush material in making multiple passes across carpeting surface in opposing
directions.
After the absorbent compound has dried vacuum area thoroughly taking care to
leave no residues behind.
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.
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Spot clean entire area using appropriate spotting techniques.
Apply crystalline mist diluted.
Agitate with mechanical cylindrical brush such as Whittaker GLS 20.
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.
Interim methods may not be used more than three (3) consecutive cleanings, in
any area type, prior to the deep-cleaning methodology being employed for a
cleaning of cleaning of an entire area. All low-traffic area cleanings must be
accomplished using deep-cleaning methodology.
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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
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.
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BIDDER QUALIFICATIONS
Bidders interested in submitting quotes must meet the following requirements:
1. 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 cleaned upholstered furniture and fabric dividers in a commercial
setting.
6. 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.
7. Must provide a list of all the equipment and cleaning chemicals to be used to maintain
the carpet as specified.
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SUBMITTAL OF BIDS
Each bidder shall complete the following in submitting this Bid Request package.
1. THE BID FORM – 4 PAGES.
2.
This is a separate form in Excel format and is available along with the bid document. Fill out the
5 purple-colored boxes (all other cells are locked) with your price per square foot for each level
and type of carpet cleaning. The form 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 the Bid Form and send it along with Exhibit B and C to the Purchasing Dept, P.O.
Box 580, Fort Collins, CO 80522-0580.
3. 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.
4. EXHIBIT C – BID SHEET FOR UPHOLSTERY CLEANING.
Fill out as indicated and submit.
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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: ____________________
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EXHIBIT C
BID SHEET
UPHOLSTERY CLEANING
1. Conference Room Chairs with Cloth Back.
Cost to upholstery clean 1 chair ___________
Cost (each) 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 (each) to upholstery clean 5 or more
chairs at one time in one building.___________
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SUPPLEMENTARY CONDITIONS
1. WORK HOURS
All work shall commence after 8:00 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 CBI and
ICE for any person who needs access to City facilities to perform the Contractor’s obligations
under this Contract. Human Resources will check CBI clearance information to determine if
clearance will be given. Clearance may be denied 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 picture 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.
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
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are authorized in the building. Rooms, which are locked, will be relocked after cleaning them. A
Prop-N-Lock (prop-n-lock.com) 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. Police Services requires an internal extractor unit to fulfill the cleaning requirements.
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 fob 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.
Fob 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.
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9. INTERFERENCE WITH BUSINESS
The Contractor 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 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.
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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.
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.
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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, 2009, and shall continue in full force and effect until
December 31, 2009, 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
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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.
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
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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.
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, 2nd 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
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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.
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.
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EXHIBIT E
INSURANCE REQUIREMENTS
1. 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.
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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.# Pol. Period
A. Standards of Workmen’s Statutory in Conformance Eff.
Compensation and Employer’s with the Compensation
Liability, including Occupational Laws of the State of
Disease Coverage Colorado Exp.
B. Comprehensive General Public
Liability and Property Damage
Insurance
Bodily Injury $ Each Occur. Eff.
$ Aggregate Exp.
Property Damage $ Each Occur. Eff.
$ Aggregate Exp.
Personal Injury $ Each Person Eff.
Aggregate
$ General Exp.
Aggregate
Automobile Liability $ Bodily Inj. Eff.
Each Person
$ Bodily Inj. Exp.
Each Occur.
$ Property
Damage
Each Occur.
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Yes No
C. Other
1. 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.
By:
Authorized Official
Date:
Address
Agent of Broker
(SEAL)
Address