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Home My WebLink AboutCORRESPONDENCE - BID - 7093 COURIER SERVICE - LIBRARY DISTRICT (9)city cj F6rt December 9, 2010 The Feet, Inc. Attn: John Buoniconti, Vice President 1133 Riverside Ave., Suite C Fort Collins, CO 80524 DEC 2010 RECEIVED Re: Renewal, Bid# 7093 Courier Service -Library District Dear Mr. Buoniconti: Financial Services Purchasing Division 215 North Mason Street 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 - fax fcgov. com/purchasing The City of Fort Collins on behalf of the Poudre River Public Library District, wishes to extend the agreement term for the above captioned bid per the existing terms and conditions, and both attached revised Exhibit "A" -Scope of Services and Exhibit "C"-Rate Schedule. The term will be extended for one (1) additional year, from January 1, 2011 through December 31, 2011. If the renewal is acceptable to your firm, please sign this letter in the space provided, include a current copy of insurance naming the City as an additional insured, and return all documents to the City of Fort Collins, Purchasing Division, P.O. Box 580, Fort Collins, CO 80522, within the next fifteen (15) days. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non -renewal. Please contact David Carey, CPPB, Buyer, at (970) 416-2191 if you have any questions regarding this matter. Sincerely, J m B. O'Neill 11, CPPO, FNIGP Di for of Purchasing and Risk Management - Service Provider: The Feet, Inc. �� SI aturZ � r lV/ Date JBO:jkb SCOPE OF SERVICES OPTION 1 The Service Provider will make one (1) complete circuit daily in A.M. (Monday -Thursday) as follows between Technical Services (TS) located at 256 West Mountain, the Main Library (Main) located at 201 Peterson Street, Harmony Library (Harmony) located at 4616 South Shields on the Front Range Community College Campus, Council Tree Library (Council Tree) located at 2733 Council Tree Avenue, and all Remote Drop Boxes (Boxes).as previously determined. • A.M. Circuit: Up to 12 stops within Fort Collins City (FTC) limits (including LaPorte and Timnath) at Main, Harmony, Council Tree, Technical Services, and all Boxes. Route: Start at Main at 7:30 a.m. and do the transfer between the Main, Harmony, Council Tree and Technical Services (TS). It would then proceed on to the box pickups, dropping the boxes as determined. • P.M. Circuit: Eliminated as of January 1, 2011. 2. The Service Provider will make (1) complete circuit daily (Friday Evening & Sunday Morning) as follows between Main, Harmony, Council Tree, and all Boxes. • Friday Evening Circuit: Up to *11 stops within Fort Collins City (FTC) limits (including LaPorte and Timnath) at Main, Harmony, Council Tree and all.Boxes. No TS stop. Route: Start at Main at 5:45 p.m. and do the transfer between the Main, Harmony and Council Tree: and complete box collections dropping the boxes as determined. *Special Notes: Friday Evening collection and transfer will include all materials (transfers, holds & book drops) and must be competed at the Harmony Library no later than 7:30 p.m. to allow for building security. Both Library staff and Service Provider couriers will work collaboratively to keep materials from being mixed up. • Sunday Morning Circuit: Up to **11 stops within Fort Collins City (FTC) limits (including LaPorte and Timnath) at Main, Harmony, .Council Tree, and all Boxes. No TS stop. Route: start at Main at 7:30 a.m. and do the transfers between Main, Harmony and Council Tree Libraries; and complete box collections dropping the boxes as determined. **Special Notes: Sunday morning collection and transfer will include all materials (transfers, holds & book drops) and can not be taken to the Harmony Library any earlier than 8:30 a.m. to allow for building security. Both Library staff and Service Provider couriers will work collaboratively to keep materials from being mixed up. 3. Drop Times: • Harmony Library — prior to 8:30 a.m. M-F; 11:00 a.m. Sunday • Main Library — prior to 9:00 a.m. M-F; 11:30 a.m. Sunday • Council Tree Library — prior to 9:30 M-F; noon Sunday • Technical Services — opens at 7:00 a.m. M-F Drop times are negotiable depending on the situation and circumstances of the Service Provider. All time changes must have prior approval of the District's Representative. 4. Service Provider must provide reliable transportation and dolly. 5. District requires itemized (number of visits per -site per -month) monthly billing. 6. Monthly reports of concerns, issues and recommendations must be submitted to the District's Representative by the 101h of each month. Open, immediate and daily communication is required in conjunction with the monthly reports. 7. Service Provider must sign a key request form with Front Range Community College — Larimer for a key to Harmony Library. 8. Holiday service will be determined in partnership with the District's Representative. 9. Should an expansion of service be deemed necessary, rate revisions subject to negotiation. 10. Remote Drop Box Locations: a. Fort Collins Senior Center at 1200 Raintree Dr. in Fort Collins b. First National Bank at 155 E. Boardwalk in Fort Collins c. Albertson's at 1636 N College Ave. in Fort Collins d. Cache LaPoudre Elementary & Junior High School at 3511 W. County Road 54G in LaPorte e. King Soopers at 2602 Timberline Rd in Fort Collins f. Poudre Valley Rural Electric Association at 7649 REA Pkwy in Fort Collins *MWF Only g. Annunciation Chapel at 290 E County Road 56 in Fort Collins *MWF Only h. Timnath Town Hall 4100 Main in Timnath *MWF Only 11. Size of Crates: Large gray solid 20 x 24 x 12 Blue collapsible 14 x 21 x 11 Small gray or red solid 15 x 22 x 10 12. Number of Crates Between Library Sites (average is 20 crates per building which will change with the reduction in runs and the use of Floating Collections by the District): • First delivery: Main Harmony 6-9 transits avg = 19-20 3-6 holds 2-4 new 8-10 transits avg = 20-22 4-6 holds 3-5 new Council Tree 12-15 transits avg = 22-24 5-7 holds 2-4 new • Mid delivery: Main 3-7 holds Harmony 5-10 holds Council Tree 7-10 holds • Number of items per Crate: Blue collapsible 50-80 items Large gray solid 50-70 items Small gray/red 15-25 items • Approximate weight (loaded): Blue collapsible 20-40 Ibs Large gray solid 25-45 Ibs Small gray/red 5-15 Ibs 13. Service Provider must have ability to provide staff and equipment to complete required number circuits, handle average number of crates, and at specified drop times every day District facilities are open. 14. Holiday Schedule - 2011 Saturday January 1st New Year's Day Sunday [April 24th Easter Sunday Monday May 30th Memorial Day Monday July 4th Independence Day Monday �:][September 5th Labor Day Wednesday November 23rd ][Thanksgiving Eve -Will close early at 5:00 p.m. Thursday November 4th ' Thanksgiving Day Saturday December 24th ][Christmas Eve - Will close early at 5:00 p.m. Sunday 7Fecernber 25th Christmas Day _][Saturday December 31 st New Year's Eve - Will close early at 5:00 p.m. Sunday:I January 1st (2012) [New Year's Day EXHIBIT "C" 2011 RATE SCHEDULE Bid 7093 Courier Services -Library District Circuit Frequency Daily Rate Weekday A.M. (M-Th) 1x/da $145.28 (plus fuel Weekday P.M. none/day N/A(plus fuel Friday -Morning & Evening 1x/da $268.08. (plus fuel) Sunday Morning 1x/da $198.22(plus fuel -30-IO 110 6 von iCo41 - 1% Ro® CERTIFICATE OF LIABILITY INSURANCE OP ID Jo DATE (MM/DD/YYYY) 12/30/10 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Brown & Brown Inc 125 S Howes, 5th Floor NAME: PH NE FAX A/c, No, Ext : (AIC, No): ADDRESS: P O BOX 2226 Fort Collins CO 80522-2226 CUSTOMERID#: FEET-01 Phone:970-482-7747 Fax:970-484-4165 INSURER(S) AFFORDING COVERAGE NAIC# INSURED INSURERA: Mountain States Mutual 14648 The Feet, Inc. Velocity Boys, Inc. dba: INSURERB: AGCS Marine Insurance Co. 22837 INSURER : Pinnacol Assurance 41190 622 Sherry Dr. Fort Collins CO 80524 INSURER D INSURER E _ INSURER F COVERAGES CERTIFICATE NUMBER: ! REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXF (MM/DD/YYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000. A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE �X OCCUR CPP010129607 07/01/10 07/01/11 PREMISES (Ea occurrence) $ 100,000 MED EXP (Any one person) $ 10,000 PERSONAL& ADV INJURY $ 1,000,000 X GENERAL AGGREGATE s2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMP/OPAGG $2,000,000 POLICY PRO- F—]LOC JECT $ A AUTOMOBILE X LIABILITY ANY AUTO - BAP010129607 07/01/10 07/01/11 COMBINED SINGLE LIMIT (Ea accident) $ 1, OOO , OOO BODILY INJURY (Per person) $ ALL OWNED AUTOS BODILY INJURY (Per accident) $ SCHEDULED AUTOS HIREDAUTOS PROPERTY DAMAGE (Per accident) $ NON -OWNED AUTOS $ $ AJX1 MBRELLA LIAB X OCCUR UMB010129605 07/01/10 07/01/11 EACH OCCURRENCE $ 1 , 000 , 000 XCESS LIAB CLAIMS -MADE AGGREGATE $ 1 , OOO , OOO EDUCTIBLE $ _ - ETENTION $ 10,000 $ C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIV OFFICER/MEMBER EXCLUDED? NIA 3534074 07/01/10 07/01/11 X W STATU- QTH- TORY LIMITS ER E.L. EACH ACCIDENT $ 1000000 E.L. DISEASE - EA EMPLOYEE $ 1000000 (Mandatory in NH) If yes, describe under DESCRIPTIONOFOPERATIONSbelow - E.L. DISEASE -POLICY LIMIT $1000000 B Trans/Motor Truck MZI98470793 02/15/10 02/15/11 Limit $100,000 Caro I I I I Ded $1,000 .DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Poudre River Public Library District and the Cit of Fort Collins are included as Additional Insured with respects to &neral Liability if required by written contract. CERTIFICATE HOLDER CANCELLATION Poudre River Public Library District and City of Fort Collins 201 Peterson Street Fort Collins CO 80521 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE PDRIVER I THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED ACORD CORPORATION. All rights reserved. ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD