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HomeMy WebLinkAboutRFP - 9043 FITNESS EQUIPMENT FOR RECREATION FACILITIESRFP 9043 Fitness Equipment for Recreation Facilities Page 1 of 22 REQUEST FOR PROPOSAL 9043 FITNESS EQUIPMENT FOR RECREATION FACILITIES The City of Fort Collins is requesting proposals from qualified Vendors to supply user-friendly, commercially durable fitness equipment for City recreation facilities on an as-needed basis. The City would also like the Vendor to perform routine maintenance and on-call repairs for existing and any new equipment. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy proposal we require one (1) hard copy and one (1) electronic copy on a jump drive to be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on December 20, 2019 and referenced as Proposal No. 9043. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions should be submitted, in writing via email, to Beth Diven, Buyer at bdiven@fcgov.com, with a copy to Project Manager, David Wimmer at dwimmer@fcgov.com, no later than 5:00 PM MST (our clock) on December 11 , 2019. Please format your e-mail to include: RFP 9043 Fitness Equipment for Recreation Facilities in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 805-00 Sporting Goods, Athletic Equipment and Athletic Facility Equipment 805-05 Aerobic Training Equipment 805-57 Gymnasium Apparatus and Equipment Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 9043 Fitness Equipment for Recreation Facilities Page 2 of 22 pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. 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. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 9043 Fitness Equipment for Recreation Facilities Page 3 of 22 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Vendors to supply user- friendly, commercially durable fitness equipment for City recreation facilities on an as- needed basis. The City would also like the Vendor to perform routine maintenance and on-call repairs for existing and any new equipment. The City reserves the right to award a contract to multiple Vendors, should such an arrangement be determined to best serve the City’s needs. B. Background The City has four recreation facilities that have cardio and weight room equipment and maintenance needs. • Northside Aztlan Community Center • Fort Collins Senior Center • Foothills Activity Center • Edora Pool and Ice Center (EPIC) II. SCOPE OF PROPOSAL A. Equipment Specifications The City utilizes the following equipment types: • A variety of cardio equipment (Treadmills, Ellipticals, Upright and Recumbent Bikes, Spin/indoor cycle bikes, Recumbent Ellipticals, Stair Stepper machines, Rower, and other cardio related equipment). • A variety of Strength machine/circuit equipment/cable machines (Leg press, Calf raise, Leg extension, Leg Curl, Add/Abductor machine, Lat Pull, Row, Tricep extension, Bicep Curl, Chest press, Fly machine, shoulder press, Abdominal/low back, Dual cable trainers & crossover machines, and other strength machine equipment). • A Variety of Free weight equipment and functional equipment (Bench Press, Incline & Decline Bench Press, Squat racks, Barbells, Dumbbells, Storage racks, Weight plates, Adjustable benches, Arm curl bench, Ab/crunch bench, Pull up/dip/leg raise, and other strength and functional equipment). All proposed equipment needs to be user friendly and very durable to withstand a high volume of use on a daily basis. The City is also interested in information regarding ADA compliant and/or accessible fitness equipment. B. Warranty Vendor should provide a five year warranty on new equipment for parts and labor, and a lifetime warranty on frames. RFP 9043 Fitness Equipment for Recreation Facilities Page 4 of 22 C. Delivery Vendor must arrange for all equipment to be delivered to City recreation facilities. The specific location and installation date will be communicated to the Vendor when the order for the new equipment item is placed. All freight, shipping and handling charges must be included in proposed pricing. D. Installation Installation of equipment must be performed by Vendor or Vendor’s City approved subcontractor. Installation includes on-site delivery to the designated recreation facility, unwrapping of equipment and parts, disposal (recycle as applicable) of packaging and clean-up, full assembly and set-up/programming of the equipment. Delivery and installation must be coordinated with the Project Manager prior to delivery. Installation must be included in proposed equipment pricing. E. Maintenance Vendor will be expected to conduct preventative maintenance on new, existing and future equipment at the following four City facilities: • Northside Atzlan Community Center • Foothills Activity Center • Senior Center • Edora Pool & Ice Center (EPIC) The preventative maintenance is to include a minimum of four (4) service calls per year (quarterly basis) and be comprised of equipment inspection, cleaning, lubricating, calibrating, and such other tasks as required by the equipment manufacturer. An inventory of equipment currently in place at all four facilities is included as Attachment A at the end of this RFP document. F. Training The Vendor will be required to provide on-site training to City Recreation staff on the basic functionality and maintenance of any new equipment provided under this Agreement. Training must be included in proposed pricing for any new equipment. G. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: November 26, 2019 • Question deadline: 5:00 PM MST on December 11, 2019 • Proposal due date: 3:00 MST (our clock) on December 20, 2019 • Interviews (tentative): Mid January 2020 • Award of Contract (tentative): End of January 2020 • Contract Start Date: February 1, 2020 RFP 9043 Fitness Equipment for Recreation Facilities Page 5 of 22 H. Interviews In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. I. Subcontractors Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore subcontractors will be the responsibility of the Vendor. J. Proposal Format Please limit the total length of your proposal, exempting product brochures and product warranty information, to a maximum of ten (10) double sided or twenty (20) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Vendor Statement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. K. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. L. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Vendor each month following the submittal of a correct invoice by the Vendor indicating the project name, Purchase Order number, item or task description, cost per item or task, and if applicable, hours worked, personnel/work type category, hourly rate for each employee/work type category, and date of the work performed specific to the task. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Vendor and the City will negotiate an appropriate unit price for the service prior to Vendor initiating such work. The City pays invoices on Net 30 terms. III. PROPOSAL SUBMITTAL For this section, Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response immediately following the question. RFP 9043 Fitness Equipment for Recreation Facilities Page 6 of 22 The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Vendor Statement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Equipment descriptions, specifications and brochures (electronic or website address preferred) of each type of equipment proposed. The City may request a product demonstration or trial period. 3. Warranty terms and conditions on the proposed equipment. 4. Describe the maintenance program your firm will provide, including a description of the services included in routine quarterly maintenance as well as the process and timeline for emergency repairs on out-of-order equipment. 5. Identify what portion of work, if any, may be subcontracted. D. Firm Capability & Assigned Personnel Provide relevant information regarding previous experience related to this or similar Projects, to include the following: 1. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. RFP 9043 Fitness Equipment for Recreation Facilities Page 7 of 22 2. Describe the qualification requirements for all service technicians who would provide warranty, maintenance and repair services. 3. Will installation of new equipment self-performed or subcontracted? 4. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. The Vendor authorizes City to verify any and all information contained in the Vendor’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. E. Availability / Delivery 1. What is the average delivery timeframe for new equipment? 2. How quickly can a service technician be on-site to conduct repairs on out-of-order equipment? 3. Does the proposed maintenance program meet our minimum requirements? F. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe how your organization strives to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace. See Section IV: Review and Assessment for additional information. If possible, please highlight areas of opportunity in the project where sustainability could be applied and/or improved. G. Cost and Work Hours 1. Provide a per item cost list for all equipment meeting the requirements set forth in the Specifications. Each items price should include delivery, installation, and training. 2. Provide a fixed cost to perform four (4) quarterly preventative maintenance visits for each facility. Please quote each facility separately based on the existing equipment list. 3. Provide the labor rates and material mark-up for services that may be necessary and applicable in performing corrective maintenance and repair of the equipment. H. Additional Information Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. Explain any concerns Vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. RFP 9043 Fitness Equipment for Recreation Facilities Page 8 of 22 IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 3.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 1.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? What is the level of post-sale service and support offered? 1.0 Assigned Personnel Will the firm complete the installation, or will the installation be subcontracted? Are the individuals performing the installation qualified? Does the firm offer qualified staff for post-sale service and support? 2.0 Availability & Delivery What is the average turn around time for delivery of new equipment from the time of order? What is the time frame required for Vendor to be on-site for equipment repairs? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost & Warranty Is the total cost competitive? Is each cost element of the proposed price fair and reasonable? Is the warranty and service maintenance agreement comprehensive? What is the warranty term? RFP 9043 Fitness Equipment for Recreation Facilities Page 9 of 22 Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge Was the Vendor knowledgeable about a variety of equipment? Were equipment repairs diagnosed correctly and appropriately addressed in a timely manner? RFP 9043 Fitness Equipment for Recreation Facilities Page 10 of 22 V. VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Vendor acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 11 of 22 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) SERVICES 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. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 2. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , 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. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) 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: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 12 of 22 Fort Collins, CO 80522 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, ($ ) as per the attached Exhibit " ", consisting of page(s), and incorporated herein by this reference. 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. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 9. 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. 10. 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. 11. Warranty. Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 13 of 22 a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 12. 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. 13. 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. 14. 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. 15. 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 Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 14 of 22 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 Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 16. 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. 17. 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. 18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8- 17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 15 of 22 alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 16 of 22 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 17 of 22 EXHIBIT A SCOPE OF SERVICES Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 18 of 22 EXHIBIT (BID SCHEDULE/COMPENSATION) Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 19 of 22 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) 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 coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. Official Purchasing Document Last updated 10/2017 RFP 9043 Fitness Equipment for Recreation Facilities Page 20 of 22 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. RFP 9043 Fitness Equipment for Recreation Facilities Page 21 of 22 ATTACHMENT A Equipment Description Qty Equipment Description Qty StairMaster SM916 StepMill 1 Upright Bike, Star Trac S-UBX 4 StairMaster Gauntlet Series 8 StepMill 1 Recumbent Bike, Star Trac S-RBX 1 Stepper, Star Trac E-ST 1 Nu Step T4r 2 Treadmill, Star Trac 8TR-LCD 3 Nu Step T5 2 Treadmill, Star Trac E-TRx 4 Treadmill, Star Trac S-TRC 4 Spirit MS350 Semi-Recumbent Total Body Stepper 1 Treadmill, Landice 1 Concept 2 Indoor Rower 1 Recumbent Bike, Star Trac E-RB 2 Elliptical, Star Trac 8-Cross Trainer 1 SciFit REX 7000 1 Elliptical, Star Trac E-CT 3 SciFit Pro2 1 Elliptical, Star Trac 8-CT 2 Elliptical, True Fitness 1 Recumbent Bike, Star Trac 8-RB 2 Elliptical, Spirit Fitness SE880 2 Upright Bike, Star Trac 8-UB 2 Elliptical, Star Trac S-CTX 2 Strength, Nautilus Impact Seated Leg Press 1 Stair Master, Stepmill 5 1 Strength, Star Trac Impact Standing calf-raise 1 Concept 2 Indoor Rower 1 Strength, Star Trac Impact Seated Leg Extension 1 Elliptical, Star Trac S-TBTx 1 Strength, Star Trac Instinct seated adductor 1 Strength, Cybex Functional Trainer Bravo Advanced 1 Strength, Star Trac Impact Leg Curl 1 Strength, Cybex Chest Press 1 Strength, Star Trac Impact Incline Shoulder Press 1 Strength, Cybex Row 1 Strength, Paramount Seated Lower Back/Abdominal FS-57 1 Strength, Cybex Overhead Press 1 Strength, Star Trac Impact Seated Lat pull-down 1 Strength, Cybex Lat Pull 1 Strength, Star Trac Impact Pectoral Fly 1 Racks/Benches, Star Trac Power Tower 1 Strength, Star Trac Impact Seated Row 1 Strength, Cybex FT 325 Functional Trainer 1 Strength, Star Trac Impact Bicep Curl 1 Strength, Cybex Hip Adduction/Abduction 1 Strength, Star Trac Impact Tricep Extension 1 Strength, Cybex Leg Extension 1 Strength, Paramount Functional Cable Trainer FT-150 1 Strength, Cybex Seated Leg Curl 1 Strength, Flex-Fitness Cable/Pull-up system 1 Strength, Cybex Leg Press 1 Racks/Benches, Flex Fitness Flat Bench 1 Strength, Cybex Abdominal/Back Extension 1 Racks/Benches, Flex Fitness Adjustable Bench 1 Strength, Cybex Arm Curl 1 Racks/Benches, Star Trac Adjustable Bench 1 Strength, Cybex Arm Extension 1 Racks/Benches, Utility Bench 1 Racks/Benches, Star Trac Adjustable Back Extension 1 Racks/Benches, Seated Preacher Curl 1 Racks/Benches, Star Trac Flat Bench Press 1 Racks/Benches, Pull-up/Dip/Leg raise (Power Tower) 1 Racks/Benches, Star Trac Incline Bench Press 1 Racks/Benches, Seated Calf Raise 1 Racks/Benches, Star Trac Squat Rack 1 Racks/Benches, Flex Fitness Decline Bench Press 1 Racks/Benches, Star Trac Utility Bench 1 Racks/Benches, Ab Core with Weight Assist 1 Racks/Benches, Star Trac Multi-Adjustable Bench 1 Racks/Benches, Flex Fitness Bench Press 2 Racks/Benches, Star Trac Flat Bench 1 Racks/Benches, Flex Fitness Incline Bench Press 2 Racks/Benches, Star Trac Standing Preacher Curl 1 Racks/Benches, Adjustable Decline Ab Bench 1 Racks/Benches, Star Trac Barbell Rack 1 Racks/Benches, Back Extension Bench 1 Racks/Benches, Star Trac Double Dumbell Rack (Left) 1 Racks/Benches, Flex Fitness Smith Machine 1 Racks/Benches, Star Trac Double Dumbell Rack (Right) 1 Racks/Benches, Flex Fitness Squat Rack 1 Racks/Benches, Dumbell Rack (Random Assortment) 1 *Equipment being replaced soon Racks/Benches, Tuff Stuff Flat Bench 1 Northside Aztlan Senior Center RFP 9043 Fitness Equipment for Recreation Facilities Page 22 of 22 Equipment Description Qty Equipment Description Qty Treadmill, Star Trac E-TRx 4 Star Trac TRP Treadmill 2 Elliptical, Star Trac E-CT 4 Spirit Fitness CE800 Upright Elliptical 1 Upright Bike, Star Trac E-UB 2 Star Trac UBSX Upright Bike 1 Recumbent Bike, Star Trac E-RB 2 Star Trac PTBTX Upright Elliptical 1 StairMill, Star Trac E-SM 1 Concept II Indoor Rower 1 Strength, Star Trac Impact Chin/Dip Assist LA SSS 1 Spinner Pro Upright Spin Bike 1 Strength, Star Trac Impact Lying Leg Curl LA 1 Paramount Butterfly/Chest Machine 1 Strength, Star Trac Impact Leg Extension LA 1 Paramount Shoulder Press Machine 1 Strength, Star Trac Impact Seated Leg Press LA SSS 1 Paramount Biceps/Triceps Machine 1 Strength, Star Trac Impact Fixed Lat Pull Down LA SSS 1 Paramount Leg Extension/Horizontal Curl Machine 1 Strength, Star Trac Impact Deltoid Fly, Rear Pec/Delt, LA SSS 1 Paramount Multi Hip Machine 1 Strength, Star Trac Impact Chest Press LA 1 Paramount Lat/Row Machine 1 Strength, Star Trac Impact Shoulder Press LA 1 Paramount Leg Press Machine 1 Strength, Star Trac Impact Vertical Row LA 1 Paramount Adjustable Bench 1 Strength, Star Trac Inspiration Dual Adjustable Pulley 1 Hoist Adjustable Decline Ab Bench 1 Strength, Star Trac Multi Five-Station M9605 1 Racks/Benches, Star Trac Leg Raise/Dip IP 1 Racks/Benches, Star Trac Angled Leg Press Plate Loaded 1 Racks/Benches, Total Ab Core with Weight Assist 1 Racks/Benches, Star Trac Max/Freedom Rack 1 Racks/Benches, Star Trac Oly Squat Rack IP 1 Racks/Benches, Star Trac Oly Flat Bench Press IP 2 Racks/Benches, Star Trac Oly Incline Bench Press IP 1 Racks/Benches, Multi-Adjustable Bench 3 Racks/Benches, Adjustable Decline Bench 1 Racks/Benches, Adjustable Abdominal Bench 1 Racks/Benches, Adjustable Back Extension 1 Racks/Benches, Seated Preacher Curl 1 Racks/Benches, Barbell Rack 1 Racks/Benches, Two Level Dumbbell Rack 1 Racks/Benches, Two Level Dumbbell Rack 1 Foothills Activity EPIC