HomeMy WebLinkAbout08.O- Public Works RESOLUTION(ID#2188) DOC ID: 2188
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Jim Smith M/CC Meeting Date: 01/22/2013
Prepared by: Linda Dortch, (909) 384-5140
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Directing the
Public Works Director to Issue "Request for Proposals for Elevator and Escalator Maintenance
Service in Various City Buildings."
Financial Impact:
Account No. 001-400-0037-5507
Requested Budgeted Amount for FY 12/13: $281,400
Account Description: Facilities Services
Please note that this balance is the requested amount for FY 12/13. The Operations and
Maintenance Division budget will be adjusted accordingly once the FY 12/13 budget is approved
by Mayor and Common Council.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The Public Works Department, Operations &Maintenance Division, is responsible for
maintaining the elevators and escalators in various City buildings. The elevators and escalators
must be inspected on a monthly basis and be maintained in good working order.
The contract with Amtech Reliable Elevator Company expired on June 30,2012. At this rime,
there is a need to secure a contract with a reputable contractor to provide this service.
In order to ensure the best possible price, staff prepared a list of vendors who provide elevator
and escalator service and maintenance. The RFP will also be sent to the San Bernardino Area
Chamber of Commerce and advertised on the City's website. No local elevator and escalator
service and maintenance contractors have been identified in San Bernardino. A list of known
vendors is included with this report. The RFP will also be advertised on the City's website, and
through the chamber of commerce.
City Attorney Review:
Supporting Documents:
Resolution (PDF)
VENDOR LIST (PDF)
CRFQ F-13-20 (PDF)
Updated: 1/16/2013 by Jolena E.Grider
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE
3 "REQUEST FOR PROPOSALS FOR ELEVATOR AND ESCALATOR
4 MAINTENANCE SERVICE IN VARIOUS CITY BUILDINGS" RFP F-13-20.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Public Works Director is directed to issue "Request for Proposals y
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for Elevator and Escalator Maintenance Service in Various City Buildings" RFP F-13-20, R
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attached and incorporated herein as Exhibit"A." LU
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE
2 "REQUEST FOR PROPOSALS FOR ELEVATOR AND ESCALATOR
MAINTENANCE SERVICE IN VARIOUS CITY BUILDINGS" RFP F-13-20.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting
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7 thereof,held on the_day of 2013, by the following vote,to wit: y
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Council Members: AYES NAYS ABSTAIN ABSENT A
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MARQUEZ w
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11 JENKINS M
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12 VALDIVIA o
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13 SHORETT U.
14 KELLEY co co
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JOHNSON
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MCCAMMACK
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19 Georgeann Hanna, City Clerk w
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20 The foregoing resolution is hereby approved this day of 2013.
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Patrick J. Morris, Mayor a
23 City of San Bernardino
24 Approved as to form:
25 JAMES F. PENMAN,
26 City Attorney
27 By
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PacKeti' 8 y[
VENDOR LIST
Kone Elevator Corp. 5 Star Elevator
15253 rd Street, Ste. D 1556 N Case Street
Riverside, CA 92507 Orange, CA 92867
Otis Elevator Amtech Reliable Elevator Services
711 E Ball Road. Ste. 200 1550 S Sunkist Street, Ste. A
Anaheim, CA 92805 Anaheim, CA 92806
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RFP F-13-20
Elevator&Escalator Maintenance Services
gBernar
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SUBJECT: NOTICE INVITING BIDS (RFP) F-13-20 2
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The City of San Bernardino (City) invites proposals from qualified vendors for: c
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Elevator and Escalator Service Maintenance
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Parties interested in obtaining a copy of RFP F-13-20 may do so by accessing the City $
of San Bernardino Web Page at www.sbcity.org > City Hall > Finance> Request for
Bids, beginning 2013, or by faxing their request to 909-384-5043, w
attention: Vanessa Sanchez. Please include the following information in your request: `o
name and address of firm; name, telephone and facsimile number of contact person; a
/►, specify RFP F-13-20.
(� /] Copies of the RFP may also be obtained by calling Vanessa Sanchez at (909) 384-5330 CO
or in person at City Hall, 300 N. "D" St., 4th floor, San Bernardino, CA 92418. N
Mandatory Job Walk: There will be a mandatory Job Walk at , PST, , 2013.
Proposals will only be accepted from those who have attended this job walk. Location: H
City Hall, 300 North "D" Street, 4' Floor, Purchasing Division, San Bernardino, CA
92418.
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From the issuance date of this Request for Proposal until a Vendor is selected and the M
selection is announced, Proposers are not permitted to communicate with any City staff ti
or officials regarding this procurement, other than during interviews, demonstrations, c7
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and/or site visits, except at the direction of Vanessa Sanchez, Accounting Assistant the
designated representative of the City of San Bernardino. Contact with anyone not c
designated will result in elimination from the bid process. E
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Closing Date: Bids must be submitted at or before 3:00 PM, PST, 2013, at the =°
address listed above. a
Issuance of this RFP and/or receipt of bids does not commit City to award a contract.
Sincerely,
Jason Simpson
( Director of Finance
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Packpt�,ft 620'
RFP F-13-20
Elevator&Escalator Maintenance Services
SECTION I.
INSTRUCTIONS TO BIDDERS Z
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RFP F-13-20
Elevator&Escalator Maintenance Services
Bid Documents to Be Returned
RFP F-13-20
ELEVATOR & ESCALATOR MAINTENANCE SERVICES
❑ Cop, of Contractor License III Bid Content and Forms,General Specification#35, Instructions to
Bidder s)/Bidders
❑ Bidder Experience ContCo opetenaceyentQWaliikfication and Profile (Vendor
Document) V
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❑ Non-Collusion Affidavit (City Form) III Bid content and Forms c
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F-1 Listing of Proposed Subcontractor (City Form) iii Bid content and Forms N
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❑ Price Form (City Form)III Bid Content and Forms Ta
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III Bid Content and Forms R
❑ Authorized Signatures d
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F-1 Bidder Identification III Bid Content and Forms p
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F-1 Addendum Received ' Bid content and Forms
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F1 120 Day Bid Validity Statement III Bid content and Forms
F1 Authorized Signatures III Bid content and Forms 0
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III Bid Content and Forms >
❑ Proper Identification and Submittal of Bid/Bid Package, and Price Form III M
Bid Content and price forms r
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Bidders are requested to submit this checklist completed with all bid
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RFP F-13-20
Elevator&Escalator Maintenance Services
I. INSTRUCTIONS TO BIDDERS
A. Mandatory Pre-Bid Conference and Job Walk
MANDATORY PRE-BID CONFERENCE/JOB WALK: - A mandatory Pre-Bid meeting including an
on-site job walk will be held on , 2013, from A.M. to AX at City Hall
300 N. D St. San Bernardino, California 92418. This meeting is to serve as a pre-bid review for
prospective bidders.
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All prospective bidders must attend the entire Pre-Bid Conference/Job Walk to be eligible to bid on
this project. Failure to attend will result in non-compliance. y
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Prospective bidders are strongly encouraged to take whatever actions necessary to familiarize 2
themselves with the locations and maintenance services. N
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B. Examination of Bid Documents c
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1. By submitting a bid, the Bidder represents that it has thoroughly examined and w
become familiar with the items required under this RFP and that it is capable of `o
quality performance to achieve the City's objectives. a
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2. The City reserves the right to remove from its mailing list for future RFP(s), for an
undetermined period of time, the name of any Bidder for failure to accept a contract, co
failure to respond to two (2) consecutive RFP(s) and/or unsatisfactory performance.
Please note that a "No Bid" is considered a response.
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C. Addenda An
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Any City changes to the requirements will be made by written addendum to this RFP. Any N
written addenda issued pertaining to this RFP shall be incorporated into the terms and
conditions of any resulting Purchase Order. The City will not be bound to any modifications LL
to or deviations from the requirements set forth in this RFP as the result of oral instruction.
D. Clarifications
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1. Examination of Documents A
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Should a Bidder require clarifications of this RFP, the Bidder shall notify the City in
writing in accordance with Section D.2 below. Should it be found that the point in
question is not clearly and fully set forth, the City will issue a written addendum
clarifying the matter which will be sent to all persons who have requested the RFP.
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RFP F-13-20
Elevator&Escalator Maintenance Services
2. Submitting Requests
a. With the exception of oral questions asked at any Job Walk or Pre-Bid
Conference, all questions, clarifications or comments shall be put in writing
and must be received by the City no later than 2013, and be
addressed as follows:
City of San Bernardino
300 North "D" Street
4th floor, Attn: Vanessa Sanchez ;,
San Bernardino, CA 92418
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b. The exterior envelope of all requests for clarifications, questions and y
comments must be clearly labeled, "Not an Offer." The City is not UJ
responsible for failure to respond to a request that has not been labeled as 0
such. The City will also accept questions sent by facsimile machines;
however, all faxed questions must be received by the City no later than the 2"
date and time specified above. Send facsimile transmissions to (909) 384- c
5330, attention Vanessa Sanchez. w
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C. Inquiries received after , 2013 will not be accepted.
3. City Responses
Responses from the City will be communicated in writing to all recipients of this RFP, `o_
and will be faxed, postmarked, or posted to our website at w .sbcitv.or no later than
close of business 2013. z
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E. Submission of Bids
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1. Date and Time LL7
All bids are to be submitted to City of San Bernardino, Attention: Vanessa Sanchez. d
Bids received after 3:00 PM, PST 2013 will be rejected by the City E
as non-responsive. o
2. Address
Bids shall be addressed as follows:
City of San Bernardino
300 N. "D" Street
4th floor - Purchasing
San Bernardino, CA 92418.
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RFP F-13-20
Elevator&Escalator Maintenance Services
Bids may be delivered in person to the Purchasing Department, 4th floor of the
above address.
3. Identification of Bids
Bidder shall submit a SEALED bid package consisting of:
a) a signed original with a completed and signed Price Form.
b) and two (2) copies of its bid
The bid package shall be addressed as shown above, bearing the Bidder's name
and address and clearly marked as follows: it
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RFP F-13-20 `o
"ELEVATOR & ESCALATOR MAINTENANCE SERVICES" R
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4. Acceptance of Bids W
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a. The City reserves the right to accept or reject any and all bids, or any item or >
part thereof, or to waive any informalities or irregularities in bids. W
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b. The City reserves the right to withdraw this RFP at any time without prior .2
notice and the City makes no representations that any contract will be U-
awarded to any Bidder responding to this RFP.
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C. The City reserves the right to postpone bid opening for its own convenience.
F. Pre-Contractual Expenses 3
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Pre-contractual expenses are defined as expenses incurred by the Bidder in: W
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1 . preparing its bid in response to this RFP; M
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2. submitting that bid to City; CY
3. negotiating with City any matter related to this bid; or v
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4. any other expenses incurred by the Bidder prior to date of award, if any, of the
Agreement. a
The City shall not, in any event, be liable for any pre-contractual expenses incurred by
Bidder in the preparation of its bid. Bidder shall not include any such expenses as part of its
bid.
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RFP F-13-20
Elevator&Escalator Maintenance Services
G. Contract Award
Issuance of this RFP and receipt of bids does not commit the City to award a Purchase
Order. The City reserves the right to postpone bid opening for its own convenience, to
accept or reject any or all bids received in response to this RFP, and to negotiate with other
than the selected Bidder(s) should negotiations with the selected Bidder(s) be terminated.
The City also reserves the right to apportion the award among two or more Bidders.
A signed Vendor (Contractor) / Consultant Service Agreement (VSA/CSA), along with a pre-
performance meeting, outlining additional terms and conditions relating to performance,
warranty, materials, goods, services, or other items as deemed necessary by the City, may 2
be required prior to the commencement of the job. rn
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H. Acceptance of Order
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The successful Bidder will be required to accept a Purchase Order in accordance with and UJ
including as a part thereof the published Notice Inviting Bids, and the RFP documents c
including all requirements, conditions and specifications contained therein, with no
exceptions other than those specifically listed in the written purchase order. d
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RFP F-13-20
Elevator&Escalator Maintenance Services
SECTION II.
TECHNICAL SPECIFICATIONS
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RFP F-13-20
Elevator&Escalator Maintenance Services
II. Technical Specifications
Minimum Proposer Requirements
All Proposers must:
1. Have a representative at the mandatory job walk at_, PST, , 2013. Location: City
Hall, 300 North "D" Street, 4th Floor, Purchasing Division, San Bernardino, CA 92418.
2. Have a California State C-11 contractor's license and specific expertise in elevator and
escalator maintenance and repair.
3. Have no record of unsatisfactory performance as evidenced by complaints filed with the
State of California Department of Consumer Affairs and any related local agencies. d
4. Meet participation requirements listed in this RFP. �'
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Services `
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Vendor agrees to furnish to the City full maintenance service on the following listed City elevators c
and escalators:
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Type Make ID# Openings Location
Electric Traction U.S. Elevator 53804 8 in 8 City Hall ono
Electric Traction U.S. Elevator 53743 8 in 8 City Hall
Electric Traction U.S. Elevator 53742 8 in 8 City Hall
Hydraulic Passenger U.S. Elevator 53898 2 in 2 City Hall c
Carousel Mall •2
Hydraulic Passenger Oliver & Williams 53873 5 in 5 Parking Garage
Hydraulic Passenger Dover 79668 2 in 2 Feldheym Library
Hydraulic Passenger Dover 79669 2 in 2 Feldheym Library N
Hydraulic Passenger Thyssen Krupp 108161 2 in 2 SB Stadium r
Hydraulic Passenger Dover 106557 2 in 2 Police Bldg LL
Hydraulic Passenger Dover 106448 2 in 2 Police Bldg CY
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Specialized/Motion Control 157487 3 in 3 Metrolink Parking Structure W
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Escalators w
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Type Make ID# Direction Location
Electric Montgomery 51050 Up Carousel Mall
Electric Montgomery 51049' Down Carousel Mall
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RFP F-13-20
Elevator&Escalator Maintenance Services
Scope of Work
Vendor shall furnish the following work and materials on the above referenced elevators and
escalators:
Bidder shall complete right-hand column indicating brief reasoning for exceptions to requirements
when not acceptable. State "Acceptable' if requirements are agreeable as set forth in left-hand
column.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
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REQUIREMENTS Acceptable / as specified in
1. Provide complete maintenance service as 0
necessary to maintain said elevators and
escalators in good working order. w"
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2. Complete maintenance services shall apply °
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to all parts of the elevators and escalators, d
including: machine, motors, generators, c
brushes, controller selectors, worm gears, a
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thrust bearings, brake magnet, coils,
resistances for operating and motor circuits, CO
magnet frames, leveling devices, belts, guide
rails and supports, brake shoes, windings,
commontators, armatures, coils, contacts, o
sheaves, shafts, bearings, solid state M
components, interlocks interlock wiring and
contacts for car doors or gates, car door N
operation devices, push buttons,
annunciators, indicators, hall lanterns, bulb a
replacements, hydraulic cylinder packing,
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plunger pumps, valves, step, step tread, c
comb segment, handrail and other elevator E
or escalator signal scheduling and accessory
equipment complete, where included as part a
of the elevator or escalator installations.
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RFP F-13-20
Elevator&Escalator Maintenance Services
Complete maintenance of escalators shall also
include (in addition to the above) the repair or
renewal of guide rollers, adjustment or
replacement of chains, equalizing of chain
tension, replacement of fuses, repair of wiring
for shaftway, operating stations, and repair or
renewal of other accessory equipment.
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4. Complete maintenance for elevators and g
escalators shall include an annual a
maintenance service. This annual service w
shall meet industry standards and shall include 06
a thorough inspection, cleaning and o
lubrications. All lubricants, cleaning materials, d
paint and cotton waste, etc., are to be supplied w
by the vendor. All lubricants shall be the a
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proper grade for the purposed used. Annual
service is to be provided by one mechanic and co
one helper (one team) under the supervision N
of the Operations & Maintenance Manager or
his designated representative. g
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5. Complete maintenance for elevators and c
escalators requires that the vendor make M
periodic tests and maintenance inspections of LL
all elevator and escalator equipment as
required by current applicable safety codes for
elevators and escalators. Written reports of E
said tests shall be submitted to the City. In the
case of running safety tests, prior notification
shall be given so that a representative of the a
City may witness said test or tests (if required).
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RFP F-13-20
Elevator&Escalator Maintenance Services
6. Complete maintenance for elevators and
escalators require that the vendor supply,
repair, clean and replace all parts of every
description made necessary by wear and
tear. Only parts that are correctly designed
and suitable in all respects shall be used.
The vendor shall have and maintain on hand
locally, a supply of spare parts sufficient for
the normal maintenance and repair of the
elevators and escalators. Car tops, elevator it
pits and equipment rooms shall be kept y
clean by the vendor. R
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7. Complete maintenance for elevators and`
escalators requires that the vendor examine d
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and equalize tensions of all hoisting ropes, g
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renew all hoisting ropes, including governor LL
ropes whenever necessary to ensure
maintenance of adequate safety factors as
designated by the State Elevator Inspector.
Vendor shall replace and/or repair all
electrical wiring and conductors extended to
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the elevators and escalators from the main
line switch in the machine room and outlets Ix
in the hoist ways. The main line switch, N
except fuses for the same, is excluded.
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Vendor shall keep the guide rails clean and a
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properly lubricated, except when roller type
guides are involved. No rail lubrication shall d
be used on this type. The Vendor shall also E
renew guide shoe gibs and rollers required to
ensure smooth and quiet operation. All oil a
reservoirs shall be kept properly sealed to
prevent leakage.
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RFP F-13-20
Elevator&Escalator Maintenance Services
8. Complete maintenance requires that the
vendor keep the exterior of the machinery
and any other parts of the equipment subject
to rust, properly painted and presentable at
all times. The motor windings and controller
coils are to be periodically treated with
proper insulation compound.
9. While providing complete maintenance
service, vendor will not alter elevator or Z
escalator equipment parts and OEM (original y
equipment manufacturer) design with other m
manufacturers unless OEM has discontinued M
the item and the parts are no longer t"u
available. Parts manufactured by companies c
other than the OEM, but supplies to the OEM
as part of their overall product may be _ w
acceptable, if said part is of the same design 0
and character. Relays, selector parts, coils, LL
roller, touch buttons, proximity edges, etc.
are duplicated by other nationally recognized co
manufacturers. These proven suppliers may
be recognized as equal, so long as their
product matches the existing part and the
vendor obtains the City's written consent
prior to installing such parts. The cost of any
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alternative source, modification or addition of M
parts or equipment purchased by vendor LL
shall be included in the annual contract price
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paid by the City, unless the replacement is
for a part or component that is no longer E
manufactured or available. System
upgrades for the above reason will not be =°
absorbed by the vendor and will be paid for a
by the City. This type of work will require
prior written approval of the City and work
will not commence until such approval is
received.
pactcet fig.63x ''
RFP F-13-20
Elevator&Escalator Maintenance Services
10.Except for emergency call back service,
vendor shall perform all work on elevators
and escalator asked for herein, during the
regular working hours of the trade. The City
may require that all major elevator and
escalator repairs be made during overtime
hours, depending on the City's need for the
equipment, with the overtime portion being
paid by the City.
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11.A copy of mechanics' and helpers' signed `o
time tickets shall be left with City's
Operations and Maintenance Manager w
following completion of each normal and call «�
back service. o
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12.Emergency adjustment and replacement of w
minor parts and call back services shall be
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available on a 365 day a year, 7 day a week,
24 hours a day basis. 00
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13.Vendor shall provide emergency service,
which shall consist of promptly responding c
(within one hour) to request from the City by
telephone or otherwise, for emergency �
adjustment or callback service. N
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14.The City may request that the vendor correct
trouble, which develops with the elevator or
escalator equipment between regular routine
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examinations. Under such circumstances,
the vendor will absorb the cost of all labor
expended, at and in traveling to and from the
jobsite in performing the corrective work,
except premium on overtime (detailed
below).
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RFP F-13-20
Elevator&Escalator Maintenance Services
15.The City may request that emergency
callback service or repair work covered
under this contract be performed on
overtime. (Vendor shall absorb the straight-
time labor charges plus straight-time fringe
benefits.) The City will pay the vendor for
the overtime hours at his regular hourly
billing rates based upon the time and one-
half or double-time pay schedule on the
latest IEUC standard contract, Article IV Z
contract service.
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Exclusions °
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Vendor shall not be responsible for the following work: w
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1. Repairs required because of negligence, accident or misuse of the equipment by anyone a
other than the vendor, his employees, sub vendors, servants or agents, or other causes
beyond the vendor's control except ordinary wear and tear. 00
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2. Repair or replacement of building items, hoist way or machine room walls and floors, car
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enclosures, car finish, floor material, hoist way entrance frames, doors and sills, telephone 4
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equipment and signal fixture faceplates.
3. Underground piping to include feedline, plunger, casing or false casing, wiring, and conduit. N
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4. Escalatory balustrades, trim, moldings, lighting and power lines to the escalator, and the o
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cleaning and polishing of escalator handrails, steps and comb plates.
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5. Mainline and auxiliary disconnect switches, fuses and feeders to control panels. E
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6. Safety tests other than indicated above. a
7. Installation of new attachments on the elevators whether or not recommended or directed by
insurance companies or by governmental authorities.
8. Servicing of the following equipment: car enclosures (including removable panels, door
panels, gar gates, plenum chambers, hung ceilings, light diffusers, light tubes and bulbs,
mirrors and carpets); hoistway, enclosures, hoistway gates, doors, frames and sills.
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RFP F-13-20
Elevator&Escalator Maintenance Services
Inspection of Work
The City shall have the right at all times to inspect or otherwise evaluate the work being performed
and parts or equipment used by the vendor. The City reserves the right to reject materials and
workmanship found, at the City's sole discretion, to be unacceptable. Vendor shall immediately
remedy unacceptable workmanship at no expense to the City.
Term
The term of this contract shall be for one (1) year with three (3) one-year extensions at the City's
option.
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Reference List
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Provide three (3) local government agencies and/or company's previous or current contact 0
references that support vendor's ability to provide elevator and escalator maintenance services. �
Licenses R
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The vendor represents that it has all licenses, permits, qualifications and approvals of whatever
nature that are legally required to provide elevator and escalator maintenance services including a 0 uZJ
City Business License, and that such licenses are approvals shall be maintained throughout the �
term of this contract.
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Vendor Non-Compliance
1. If the Public Works Department Director, or his designee, determines that there are `o_
deficiencies in the performance of this contract, the Public Works Department Director, or his
designee, will provide a written notice to the vendor stating the deficiencies and specifying a 2
time frame to correct the specified deficiencies. This time frame shall be reasonable, as N
determined by the Public Works Department Director, or his designee, to correct the specified
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2. Should the vendor fail to correct any deficiencies within the stated time frame, the Public Works
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Department Director, or designee, may exercise the following measures: E
A. Deduct from the vendor's payment the amount necessary to correct the deficiency, include a
City overhead costs and impose a deficiency deduction.
B. Withhold the entire or partial payment.
C. Terminate the contract and award to second bidder.
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RFP F-13-20
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SECTION III.
BID CONTENT AND PRICE FORMS
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III. BID CONTENT AND PRICE FORMS
A. BID FORMAT AND CONTENT
1. Presentation
Bids should not include any unnecessarily elaborate or promotional
material. Information should be presented in the order in which it is
requested. Lengthy narrative is discouraged, and presentations
should be brief and concise. Bids shall contain the following:
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a. identification of Bidder, including name, address and `o
telephone;
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b. proposed working relationship between Bidder and sub- w
contractors, if applicable; c
C. acknowledgment of receipt of all RFP addenda, if any; d
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d. name, title, address and telephone number of contact a
person during period of bid evaluation; a
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e. A statement to the effect that the bid shall remain valid for a
period of not less than 120 days from the date of submittal;
and
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f. signature of a person authorized to bind Bidder to the terms
of the bid.
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Bidder may also propose enhancement or procedural or M
technical innovations to the Technical Specifications that do a
not materially deviate from the objectives or required content a
of the project.
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2. Exceptions/Deviations E
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State any exceptions to or deviations from the requirements of this a
RFP, stating "technical" exceptions on the Technical Specifications
form, and "contractual" exceptions on a separate sheet of paper.
Where Bidder wishes to propose alternative approaches to meeting
the City's technical or contractual requirements, these should be
thoroughly explained.
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Elevator&Escalator Maintenance SE
3. Appendices
Information considered by Bidder to be pertinent to this RFP and
which has not been specifically solicited in any of the
aforementioned sections may be placed in a separate appendix
section. Bidders are cautioned, however, that this does not
constitute an invitation to submit large amounts of extraneous
materials; appendices should be relevant and brief.
B. LICENSING AND CERTIFICATION REQUIREMENTS d
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By submitting a bid, bidder warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing `o
under the scope and specifications of this RFP are currently held by
bidder, and are valid and in full force and effect. Copies or legitimate y
proof of such licensure and/or certification shall be included in bidder's W
response. Bids lacking copies and/or proof of said licenses and/or c
certifications may be deemed non-responsive and may be reiected. R
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C. COST AND PRICE FORMS w
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Bidder shall complete the Price Form in its entirety including 1) all items U.
listed; 2) all additional costs associated with performance of
specifications, 3) the Firm Fixed Price; and 4) Bidder's identification 00
information including a binding signature.
Bidder shall state cash discounts offered. Unless discount payment terms o
are offered, payment terms shall be "Net 30 Days". Payment due dates, Mo
including discount period, will be computed from date of City acceptance
of the required services or of a correct and complete invoice, whichever is N
later, to the date City's check is mailed. Any discounts taken will be taken M
on full amount of invoice, unless other charges are itemized and discount W
thereon is disallowed. o
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Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless E
otherwise specified on price form.
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RFP F-13-20
Elevator&Escalator Maintenance Services
PRICE FORM
REQUEST FOR QUOTES: RFP F-13-20
DESCRIPTION OF RFP: Elevator & Escalator Maintenance Services
BIDDER'S NAME/ADDRESS:
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NAME/TELEPHONE NO. OF N
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ANNUAL PURCHASE ORDERF °
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Effective on or about 2013 through June 30, 2013 plus three single year options, co
for City's partial requirements, on an as-needed basis, with no guaranteed usage for Elevator N
& Escalator Maintenance Services.
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Option year one, if exercised, shall be effective July 1, 2013 through June 30, 2014. 24
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Option year two, if exercised, shall be effective July 1, 2014 through June 30, 2015.
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Option year three, if exercised, shall be effective July 1, 2015 through June 30, 2016. M
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Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising U.
of any given option year. Option years shall become effective only upon issuance by the City of
a duly authorized Purchase Order. E
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Please provide detailed Firm Fixed Price cost information in the spaces provided below, and a
any other incidental or additional costs required to complete the Technical Specification
requirements.
All pricing shall be FIRM FIXED pricing for the length of the agreement. At the discretion of
the City, pricing may be adjusted, prior to exercising of any given option year to renew based
on the CPI.
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RFP F-13-20
^ Elevator&Escalator Maintenance Services
Price Form (continued)
Elevator Maintenance Services asspecified in proposal:
Price Price
$ 1 Per Month $ Per Year
Escalator Maintenance Services asspecified in proposal:
Price I Price
$ Per Month $ Per Year
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Standard Billing Rates For the purposes of determining overtime hours, please list your
standard current hourly billing rates for your company. N
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Time Staff Price `o
Straight Time Mechanic $ Hourly Rate
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Straight Time Helper $ Hourly Rate w
Straight Time Repair Crew $ Hourly Rate `o
Time and One-half Mechanic $ Hourly Rate LL
Time and One-half Helper $ Hourly Rate
Time and One-half Repair Crew $ Hourly Rate m
Double Time Mechanic $ Hourly Rate N
Double Time Helper $ Hourly Rate
Double Time Repair Crew $ Hourly Rate c
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Are there any other additional or incidental costs which will be required by your firm in order to °ry
meet the requirements of the Technical Specifications? Yes / No (circle one). If you r
answered "Yes", please provide detail of said additional costs: c7
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Please indicate any elements of the Technical Specifications that cannot be met by your firm. a
Have you included in your bid all informational items and forms as requested? Yes / No
(circle one). If you answered "No", please explain:
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RFP F-13-20
Elevator&Escalator Maintenance Services
Price Form (continued)
This offer shall remain firm for 120 days from RFP close date.
Terms and conditions as set forth in this RFP apply to this bid.
Cash discount allowable % days; unless otherwise stated, payment terms are: Net thirty
(30) days.
In signing this bid, Bidder warrants that all certifications and documents requested herein are
attached and properly completed and signed.
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Vendor's Signature: Date signed:
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RFP F-13-20
Elevator&Escalator Maintenance Services
Price Form (continued)
From time to time, the City may issue one or more addenda to this RFP. Below, please indicate
all Addenda to this RFP received by your firm, and the date said Addenda was/were received.
Verification of Addenda Received
Addenda No: Received on:
Addenda No: Received on:
Addenda No: Received on: N
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AUTHORIZED SIGNATURE: ' ' m
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COMPANY NAME & ADDRESS: ' ' o
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IF SUBMITTING'A"NO BID", PLEASE STATE REASON(S) BELOW:
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RFP F-13-20
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SUBCONTRACTOR'S LIST
As required by California State Law, the General Contractor bidding will hereinafter state the
subcontractor who will be the subcontractor on the job for each particular trade or subdivision of the
work in an amount in excess of one-half of one percent of the General Contractor's total bid and will
state the firm name and principal location of the mill, shop, or office of each. If a General Contractor
fails to specify a subcontractor, or if he specifies more than one subcontractor for the same portion i u
work to be performed under the contract in excess of one-half of one percent, he agrees that he is 'z
fully qualified to perform that portion himself and that he shall perform that portion himself. rn
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DIVISION OF NAME OF FIRM OR LOCATION ^�
WORK OR CONTRACTOR CITY S
TRADE >
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Signature of Bidder
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REJECTION OF BIDS E
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The undersigned agrees that the City of San Bernardino reserves the right to reject any or all a
bids, and reserves the right to waive informalities in a bid or bids not affected by
law, if to do seems to best serve the public interest.
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RFP F-13-20
Elevator&Escalator Maintenance Services
NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned hereby states,
under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement, participated in any
collusion, or otherwise taken action in restraint of free competitive bidding in connection with
RFP F-13-20. 2
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Subscribed and sworn before me this day of 20
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Notary Public in and for the County of State of California.
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SECTION IV.
GENERAL SPECIFICATIONS d
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IV. GENERAL SPECIFICATIONS
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C1. Each bid shall be in accordance with Request for Quotes (RFP) Number F-13-20. All specifications are
minimum. Bidders are expected to meet or exceed these specifications as written. Bidder shall attach to their
bid a complete detailed itemization and explanation for each and every deviation or variation from the RFP
specifications and requirements. Conditional bids, or those that take exception to the RFP specifications and
requirements, may be considered non-responsive and may be rejected.
2. The City reserves the right to accept or reject any and all bids and to award a contract to the bidder whom best
meets the City's requirements. This may include waiver of minor irregularities or discrepancies, or
nonconformity to specifications in appropriate circumstances. Purchase shall be on a best buy basis after due
consideration of all relevant factors, including but not limited to, workmanship, accessibility of parts and service,
known evidence of manufacturer's responsibility and record, durability and known operational record of product
and suitability as well as conformity to City needs and requirements. In all cases the best interest of the City
shall prevail in all contract awards. v
3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified at unit '
prices bid. in
4. Bids shall be firm offers, subject to acceptance or rejection within 120 days of the opening thereof. o
5. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer or dealer of such items as R
submitted for bid consideration. u
6. All materials, workmanship and finish entering into the construction of the equipment must be of the best of w
these respective kinds and must conform to the character of the equipment and the service for which it is cp
intended to be used and shall be produced by use of the current manufacturing processes."Seconds",factory o
rejects, and substandard goods are not acceptable. m
7. Each bidder shall submit with their bid a copy of the proposed product specifications, compete detailed d
drawings, and other descriptive matter in sufficient detail to clearly describe the equipment, materials and parts W
offered. o
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability for any and all claims a
made against the City of San Bernardino or any of its officials or agents for the use of any patented process, LL
device or article forming a part of equipment or any item furnished under the contract.
9. Each bidder must state in their bid the guaranteed delivery date of product and/or services in number of m
calendar days from the date of contract execution by the City of San Bernardino,time is of the essence relative
to this contract. Contractor shall prosecute the work continuously and diligently and shall deliver the items at the
earliest possible date following the award of the contract. r
10. Each bidder shall list in their bid all factory, manufacturer's and/or dealer's warranty and/or guarantee coverage 4
and shall submit such written documents evidencing the same attached to the bid. Ln
11. Successful bidder(s)(Contractor)shall furnish and deliver to the City complete equipment as bid and awarded,
ready for installation and fully equipped as detailed in these specifications.
12. Price shall be quoted F.O.B. San Bernardino(all transportation charges shall be fully prepaid), and shall include N
all discounts. Bid shall include California sales tax, where applicable, (effective July 1,2011)computed at the
rate of 8%, (this will normally be shown as a separate line item on the price form). u-
13. City shall make payment within thirty(30)days after the complete delivery and acceptance of the specified items a
by the City of San Bernardino and receipt of the Contractor's priced invoice. tr
14. All"standard equipment" is included in any bid. Bidders furnishing bids under these specifications shall supply
all items advertised as"standard"equipment even if such items are not stipulated in the specifications, unless
otherwise clearly accepted in the bid. E
15. The items which the bidder proposes to furnish the City must comply in all respects with the appropriate safety
regulations of all regulatory commissions of the Federal Government and the State of California,whether such a
safety features and/or items have been specifically outlined in these specifications or not.
16. Contractor delivering equipment pursuant to these RFP specifications shall guarantee that equipment meets
specifications as set forth herein. If it is found that equipment delivered does not meet requirements of these
specifications the Contractor shall be required to correct the same at their own expense.
17. By submitting a bid, each bidder agrees that in the event complete delivery is not made within the time or times
set forth pursuant to this specification, damage will be sustained by the City, and that it is, and will be impractical
and extremely difficult to, ascertain the actual damage which the City will sustain in the event of and by reason
of such delay.
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Elevator&Escalator Maintenance Services
18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, government controls,
or by reason of any cause or circumstance beyond the control of the Contractor, the time for delivery may be
extended (in the City's sole discretion)by a number of days to be determined in each instance by mutual written
agreement between the Contractor and the Purchasing Manager of the City of San Bernardino.The City shall
not unreasonably refuse such extension.
19. Contract. Each bid shall be submitted and received with the understanding that acceptance by the City of San
Bernardino of bid in response to this solicitation shall constitute a contract between the Contractor and the City.
This shall bind the Contractor to furnish and deliver at the price bid and in complete accordance with all
provisions of RFP No. F-13-20. In most cases the basis of award will be the Citys standard purchase order that
may or may not incorporate this solicitation by reference.
20. Prohibited interest. No member, officer,or employee of the City or of any agency of the City during his tenure or
for one year thereafter shall have any interest, direct or indirect in this contract or the proceeds thereof.
Furthermore,the parties hereto covenant and agree that to their knowledge no board member, officer or
employee of the City has any interest,whether contractual, non-contractual, financial or otherwise, in this
transaction, or in the business of the contracting party other than the City, and that if any such interest comes to
the knowledge of either party at any time,a full and complete disclosure of all such information will be made in to
writing to the other party or parties, even if such interest would not be considered a conflict of interest under o
Article 4(commencing with Section 1090)or Article 4.6(commencing with Section 1120)of Division 4 of Title I of A
the Government Code of the State of California.
21. One Document.These specifications, the notice inviting bids, RFP F-13-20, the Contractor's bid, any written w
agreement executed by the parties,the purchase order and all documents referred to in the complete 06
specifications and purchase order, and all written modifications of said documents shall be construed together `o
as one document. Anything called for in any one of said documents shall be deemed to be required equally as if
called for in all. Anything necessary to complete the work properly shall be performed by the contractor, m
whether specifically set out in the contract or not. All sections of the specifications shall be read as constituting a w
whole and not as an aggregation of individual parts, and whatever is specified in one section shall be construed w
as applying to all sections. a
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22. The City of San Bernardino reserves the right to accept or reject any and all bids.
23. Prompt payment. Each bidder may stipulate in their bid a percentage prompt payment discount to be taken by
the City in the event the City makes payment to the Contractor within ten (10)working days of receipt of material
and approval of invoice. For the purpose of this provision, payment is deemed to be made on the date of
mailing of the City check. NOTE: prompt payment discounts will only be used during bid evaluation in the
case of ties. r
24. Inquiries. Direct all inquiries to Vanessa Sanchez at 909-384-5330. Technical questions may be sent via fax to °-
909-384-5043. The answers to material questions will be provided to all potential bidders.
25. Bid/Price forms. No bid will be acceptable unless prices are submitted on the pricing forms furnished herein,
and all required forms are completed and included with bid. Deliver all bids, SIGNED and SEALED, to the c
Purchasing Division, Finance Department at 300 North "D" Street,41"Floor, City Hall, San Bernardino, California C'
92418. CLEARLY MARK THE RFP SPECIFICATION TITLE: ELEVATOR&ESCALATOR MAINTENANCE
SERVICES and Number F-13-20 ON THE OUTSIDE OF THE ENVELOPE. LL
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM, PST, 2013,where
at such time and said place bids will 6e publicly opened, examined and declared. Any bid may be withdrawn by
bidder prior to the above scheduled time for the opening of bids. Any bid received after that time and date
specified shall NOT be considered.
27. The City of San Bernardino reserves the right at its own discretion to award separate contracts for each
category,or to award multiple contracts, or to award one contract for furnishing and delivering of all equipment m
and/or services in all categories. Q
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one(1)OPERATORS
MANUAL and one(1)PARTS MANUAL for all equipment bid.
29. In submitting a bid to a public purchasing body,the bidder offers and agrees that if the bid is accepted, it will
assign to the purchasing body all rights,title, and interest in and to all causes of action it may have under
Section 4 of the Clayton Act(U.S.C.Sec 15)or under the Cartwright Act(Chapter 2, commencing with Section
16700 of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods,
materials, or services by the bidder for sale to the purchasing body pursuant to the bid.Such assignment shall
be made and become effective at the time the purchasing body tenders final payment to the bidder.
RFP F-13-20
Elevator&Escalator Maintenance Services
30. Contractor shall indemnify,defend and hold City, its officers, employees and agents harmless from any claim,
demand, liability, suit,judgment or expense(including,without limitation, reasonable costs of defense)arising
out of or related to Contractor's performance of this agreement, except that such duty to indemnify, defend and
hold harmless shall not apply where injury to person or property is caused by City's willful misconduct or sole
negligence.The costs, salary and expenses of the City Attorney and members of his office in enforcing this
Agreement on behalf of the City shall be considered as"attorneys fees"for the purposes of this paragraph.
31. While not restricting or limiting the foregoing, during the term of this Agreement. Contractor shall maintain in
effect policies of comprehensive Public general and automobile liability insurance in the amount of$1,000.000
combined single limit and statutory worker's compensation coverage and shall file copies of said Policies with
the Citys Risk Manager prior to undertaking any work under this Agreement The policies shall name the City as
an additional insured and shall provide for ten(10)day notification to the City if said policies are terminated or
materially altered.
32. FAITH ERFORMer, no onn nip n BOND
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GUF ty shall be subjeGt tG the appreival of the Gity ef SaR Beinnardine, bends shall be in aGGOFda;;Ge with N
QFdonange Ne Q1. on 2400, and the GeitpeFation GSUiRg said band shall have a Fating in Pest's mes
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33. Written contract documents, duly authorized and signed by the appropriate authority, constitute the complete w
and entire agreement(s)that may result from the RFP. w
34. City may, at its discretion, exercise option year renewals for up to three(3)years, in one-year increments. xs
35. By submitting a bid, bidder warrants that any and all licenses and/or certifications required bylaw, statute, code o
or ordinance in performing under the scope and specifications of this RFP are currently held by bidder, and are i
valid and in full force and effect. Copies or legitimate proof of such licensure and/or certification shall be m
included in bidder's response. Bids lacking copies and/or proof of said licenses and/or certifications may be w
deemed non-responsive and may be rejected. °
36. Once the award has been made and prior to the commencement of the job,the City's Municipal Code (M.C. LL
5.04.005)requires that a Business doing business with the City, obtain and maintain a valid City Business K
Registration Certificate during the term of the Agreement.
37. Vendor(Contractor)/Consultant services agreement(s)(VSA/CSA). A signed vendor/Consultant service
agreement may be required between both parties prior to commencement of the job.
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