City of Dallas Specifications for Sewer Camera Maintenance & Repair Services with Parts BM1308

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1 City of Dallas Specifications for Sewer Camera Maintenance & Repair Services with Parts BM1308 PURPOSE: The purpose for this specification is to establish a 36 month service contract for maintenance and repair of Sewer Cameras Maintenance and Repair Services with Parts. The awarded vendor will be responsible for providing materials, parts, tools, equipment and incidentals for repairing and performing maintenance of television sewer inspection / investigation equipment. See the bid sheet for the brands of cameras that will be covered under this service contract. QUALIFICATION OF BIDDERS: The successful bidder(s) must be in an established business of providing repair services for Sewer Camera Maintenance with Parts for one (1) year or more. If requested, bidders must provide references to provide proof of one or more years of business. The successful bidder(s) must possess and maintain the capacity to provide the parts and service necessary through the duration of the agreement. AWARD: This is a lowest responsible Bid Award. This bid will be awarded by group to the responsive and responsible bidder(s) with the most advantageous percentage discount or markup, and has demonstrated compliance with the specifications. Bidder shall be able to bid all lines within each group. A request for bid does not commit the City to award any contract, the City reserves the right to reject any and all bids or waive irregularities. The unit bid price shall include all costs incurred, real and unforeseen, related to the manufacture, shipping, and delivery of parts and service, including insurance, freight, and all direct costs. COMMUNICATION: In order to provide the customer service required for this master agreement, bidders shall respond quickly and clearly too all City requests and/or concerns. Vendors must answer written correspondence from the City within three (3) working days; vendors shall have a company employee (not an answering service or answering machine) answer the phone during normal business hours for customer calls. Phone messages from City staff shall be returned within 24 hours. EXPLANATIONS OR CLARIFICATIONS: Requests for explanations or clarifications may be ed to the assigned buyer within the Purchasing division. The must clearly identify the solicitation number. Any material information given to one bidder concerning a solicitation will be furnished by an Addendum to all Bidders who have been issued a solicitation. The provisions for this bid are intended to ensure a fair and equitable review process so that there is no actual or potential situation where one bidder secures or attempts to secure an unfair advantage over another bidder or creates a situation where there is an appearance of impropriety in contacts between the bidder, its agent, contractor, or consultant and City officials. Revision: 1 1

2 CONTRACT ADD-ONS: The City reserves the right to add, delete and/or acquire other product/services that the vendor can supply that is similar to, but not specifically called for in this bid. The procedure for such acquisitions shall be as follows: 1) Business Development and Procurement Services or the using department will obtain from the Vendor a quote verifying the items to be added. The quote shall include the complete description of the item, the location (if applicable), the bid number, bid scheduled number, the price to the City and the applicable contract period; 2) Upon receipt and approval by the Procurement Department the item shall automatically become part of the contract. The City, however reserves the right to accept or reject the quote and to acquire the supplies or materials in the open market. ESTIMATED EXPENDITURE for PARTS: The City has estimated expenditures for Sewer Camera Parts for thirty-six (36) months. The actual expenditure(s) amount may to be more or less than the stated amount during the term of the contract, depending on anticipated needs. The City will not be responsible for any anticipated profits or losses, by any bidder, based on the estimated funding. ESTIMATED HOURS FOR MAINTENANCE: The hours listed are the City s best estimates. Actual hours can be more or less than the listed amount during the term of the contract, depending on anticipated needs. The City will not be responsible for any anticipated profits or losses, by any bidder, based on these estimated quantities. PRICE PROTECTION: All bidders shall agree to hold prices quotes per the requirement listed in the attached General Conditions Request for Bid (RFB) under Firm Pricing. BID GUIDELINES: Bid security shall reference solicitation number and title. Any exceptions by a bidder that has not been pre-approved prior to the bid closing date may result in the bid being deemed non-responsive. BID SUBMITTAL INSTRUCTIONS: General Bid Packet Submittal Requirements: All original documents submitted shall have a wet signature in blue ink. Below are all the documents to be submitted in response to this RFB. Signed Bid Signature Sheet only instructions sheets not required for submittal Bid Sheet(s) - Paper Submittal or if requested Electronic Submission Bid Security - $ Failure to submit the 3 bullet items above will make this bid automatically non-responsive (All documents listed within these bullets, listed above, below and within these specifications should be remitted at the time of the bid closing date. Submit the bid in a sealed envelope plainly identified by bid number and title). Please submit four (4) additional duplicate copies of bid & original bid with the following Business information form Business Inclusion and Development Affidavit Environmental Record Affidavit Conflict of Interest Form - Completed - Representative s name and company name listed in box 1. BID Ethnic Workforce Form -3 Insurance Requirement Affidavit Revision: 1 2

3 Any Additional Required information requested within these specifications BID SECURITY: A Check, bid bond, or letter of credit for $ must be sent to the City of Dallas, 1500 Marilla St. 3FN, Dallas TX., prior to the bid closing date. Bids received with without bid security will be deemed non-responsive. INVOICE REQUIREMENTS: In order to be in compliance with these specifications, awarded vendor must have received a hard copy of a City of Dallas delivery order prior to shipping or delivering merchandise unless stated otherwise. The delivery order must reflect the price(s) on the vendor s bid sheet. The City of Dallas is not liable for any delivery or shipment in which a Delivery Order was not obtained first. Invoices submitted for payment must have the following information: Vendor s name and company address Name and address of the department where product(s) were delivered Date of delivery Delivery order number that authorized the purchase Manufacturer s part number (if applicable) and a detail description of each item delivered. Unit cost and extended cost of each item Total cost of the order All original invoices are to be sent to: City of Dallas Accounts Payable, 1500 Marilla Room 3EN, Dallas TX 75201, and a copy sent to the department making the purchase. Invoices submitted without this information will be returned to the supplier, and payment will not be made until required information is provided on the invoice. DELIVERY REQUIREMENTS: Orders for service shall be completed within fourteen (14) business days after the work order has been received. If the contractor cannot meet this time frame, the contractor shall notify the Contract Manager in writing or of any job that could not be completed within 24 hours of the scheduled completion date. The notice must state the extenuating circumstances, the reason job will or was not completed on time. Discounts quoted in the bid must include any delivery, shipping or freight charges of materials, the City will not pay shipping, delivery or freight charges unless it s an emergency. In an Emergency, the City may need to expedited service orders within twenty-four (24) hours of notification. For emergencies the awarded vendor must supply estimated freight charges to the City prior to shipping the order. Verbal orders will require acknowledgment within twenty-four (24) hours. INSURANCE: For the duration of the contract, successful bidder(s) will provide a certificate of insurance evidencing proof of General Liability, Automobile Liability, Professional Liability and Workers Compensation/Employers Liability insurance coverages. The City of Dallas will be provided a Waiver of Subrogation waiving Rights of Recovery against the City on the Workers Compensation policy. The City will be shown as the certificate holder. SAMPLE CONTRACT: The successful bidder(s) shall be required to execute the Form Contract in substantially the form as included in these bid documents (document Sample Contract pdf ). The Form may be tailored by the City Attorney s Office to meet the peculiar requirements of this procurement. Revision: 1 3

4 All bidders are expected to calculate and submit their bid based on the requirements contained in the Form Contract attached as well as this Specification. Bidders should review the form contract carefully and seek private legal advice if there are questions about the legal effect of any of the provisions. No exceptions or modifications to, or substitutions for, this Form Contract shall be accepted or permitted; any attempt to except to, modify, or substitute for the Form of Contract as contained herein may render the bid non-responsive. BUSINESS INCLUSION & DEVELOPMENT PLAN: In order to be in compliance with the City s Business Inclusion and Development Plan for Minority and Women-Owned Business Enterprises the following disciplines have been identified: Transportation, fuel, and materials. WARRANTY OF PRODUCTS: All products provided shall be new and warranted to be free from defects in workmanship, design and materials. Warranty shall be for the manufacturer s customary warranty period or a period of one (1) year whichever is greater. The warranty will begin upon the City s acceptance of the product, installation, or service. Defective parts shall be replaced with new materials when it has been determined that the failure(s) is product related. Vendor will be responsible for any shipping charges for returns during the warranty period. If it s determined that the product must be replaced the product will be returned for full credit, including any shipping charges. WARRANTY OF SERVICE: All service provided shall be warranted to be free from defects in workmanship. The warranty shall be for the industries customary warranty period or a period of ninety (90) days whichever is greater. The warranty will begin upon the City s acceptance of the service. ENVIROMENTAL: Recognizing the importance of exercising positive environmental stewardship, The City will purchase environmentally preferred products whenever feasible and require contractors and consultants to use recycled and other environmentally preferred products whenever feasible. Some environmental attributes to be considered are level of recycled content, less hazardous or non-hazardous ingredients, energy saving features, water conserving features, non-petroleum based products, materials that can be recycled, and end of life disposal. SERVICE REQUIREMENTS CAMERA REPAIR REPORT: Upon receipt of damaged camera equipment the contractor must provide a written report outlining the camera's problems, estimated time for repairs and an estimated cost of the repairs (parts, labor, and other associated expenses) within two (2) work days. Because this equipment is very high maintenance by nature camera service or repair on average can be once a month. Common repairs will be damage camera, crawlers, cables, winches, and damage to electronic circuitry and other components. All repairs must meet or exceed the original equipment manufacturer s (OEM) specifications and comply with appropriate Instituted Standards. The material of construction shall be equal to or exceed the original design parameters. Revision: 1 4

5 EQUIPMENT REQUIREMENTS: Only Original Equipment Manufacturers (OEM) approved parts are acceptable. Repair parts are not interchangeable between different brands of systems. All parts and equipment listed in the specifications and bid sheet shall be obtained from the Original Equipment Manufacturers for all brands listed. ERROR AND OMISSION: The vendor shall not be allowed to take advantage of any error or omission in these specifications. The vendor is required to review these specifications carefully and notify the City of Dallas Purchasing Department of any noted error or omission. Please visit the City's procurement website, and verify that you have an activated account. **************END OF SPECIFICATION****************** Revision: 1 5