CITY OF HUTCHINSON SEALED BID FORM

Transcription

1 CITY OF HUTCHINSON SEALED BID FORM Please quote your delivered prices to the City of Hutchinson on items or services listed below. Consult attached minimum and general specifications for requirements. This is not an order. BID NUMBER: BID SUBMITTAL DEADLINE: 10:00 A.M. CST on October 20, 2015 BID OPENING TIME: 1:30 P.M. CST on October 20, 2015 INSTRUCTIONS: THIS FORM MUST BE PROPERLY FILLED OUT AND RETURNED BY MAIL OR IN PERSON TO : The City Of Hutchinson, City Clerk s Office in the Finance Department, 125 East Avenue B, P.O. Box 1567, Hutchinson, Kansas RETURN PRIOR TO 10:00 A.M. CST on October 20, Bids are to be made on this SEALED BID FORM, sealed in an envelope clearly marked with the BID NUMBER stated at the upper left portion of this sheet (to avoid premature opening of the Bid), and returned to the City Clerk s Office (see above address). Failure to mark your Bid may cause your Bid to not be considered during official opening. Bids will be publicly opened and read at the above stated time in the Public Works Conference Room, 1500 South Plum, Hutchinson, Kansas. Bid not submitted pursuant to the conditions set out in this request may be rejected. All Bids received after the stated opening date and time will be returned unopened to the vendor. * The City of Hutchinson reserves the right to reject part or all of any bid and to waive formalities. All bids are subject to Purchasing Policies set by the City Council of Hutchinson. The City of Hutchinson reserves the right to divide purchases among venders to accomplish the best gross price and to make the final decision as to acceptability of quality and price. Thank You, Marjorie K. Bryant, Purchasing Manager, City of Hutchinson (620) ITEM NO QUANTITY DESCRIPTION UNIT PRICE/ EACH #1 Approx. Eighty- Eight (88) units FURNISH ALL LABOR, MATERIALS AND EQUIPMENT REQUIRED TO COMPLETE ANNUAL FUNCTION TESTING OF SELF-CONTAINED BREATHING APPARATUS UNITS AS PER ATTACHED MINIMUM SPECIFICATIONS. #2 Approx. One (1) Cart #3 Approx. Three (3) units FURNISH ALL LABOR, MATERIALS AND EQUIPMENT REQUIRED TO COMPLETE ANNUAL FUNCTION TESTING OF SCOTT MOBILE AIR SUPPLY CART AS PER ATTACHED MINIMUM SPECIFICATIONS. FURNISH ALL LABOR, MATERIALS AND EQUIPMENT REQUIRED TO COMPLETE ANNUAL FUNCTION TESTING OF SCOTT SKA-PAK ESCAPE PACK UNITS AS PER ATTACHED MINIMUM SPECIFICATIONS. TOTAL BID IF ALL ITEMS LISTED ARE PURCHASED FROM YOUR COMPANY AT ONE TIME, INCLUDING ALL DISCOUNTS: IN SUBMITTING THE ABOVE, THE VENDOR EXPRESSLY AGREES THAT UPON PROPER ACCEPTANCE BY THE CITY OF HUTCHINSON, A CONTRACT SHALL THEREBY BE CREATED. THIS BID FORM MUST BE SIGNED! SIGNATURE ORDERING ADDRESS/CONTACT: BIDDER COMPANY NAME STREET ADDRESS CITY/STATE/ZIP TITLE REMITTANCE ADDRESS (IF DIFFERENT): REMITTANCE NAME REMITTANCE ADDRESS REMITTANCE CITY/STATE/ZIP TELEPHONE NUMBER ADDRESS FAX NUMBER

2 CERTIFICATE OF NON-DISCRIMINATION The undersigned Contractor hereby agrees to observe all the provisions of Chapter 3 of the Code of the City of Hutchinson, Kansas, 1988, and any subsequent amendments thereto and provisions of K.S.A and 1031, as amended, including subsection (a), paragraphs (1) through (5) inclusively of Section 1030, which reads as follows: (1) the Contractor shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present Contract because of race, religion, color, sex, disability, national origin or ancestry; (2) in all solicitations or advertisements for employees, the Contractor shall include the phrase, "Equal Opportunity Employer," or a similar phrase to be approved by the Commission; (3) if the Contractor fails to comply with the manner in which the Contractor reports to the Commission in accordance with the provisions of K.S.A , and amendments thereto, the Contractor shall be deemed to have breached the present Contract and it may be canceled, terminated or suspended, in whole or in part, by the contracting agency; (4) if the Contractor is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission which has become final, the Contractor shall be deemed to have breached the present Contract and it may be canceled, terminated or suspended, in whole or in part, by the contracting agency; and (5) the Contractor shall include the provisions of subsections (a) 1 through 4 in every subcontract or purchase order so that such provisions will be binding upon such subcontractor or vendor. Signing of this certificate acknowledges inclusion of the same in the base Contract before signing thereof and acceptance of the terms of this certificate. Date Name of Contractor By Name and Title * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * CERTIFICATION OF PAID PERSONAL AND REAL ESTATE TAXES In compliance with City of Hutchinson purchasing policies, the following certification on property owned within Reno County must be completed and returned with the quotations in accordance with the City's policy on delinquent property taxes. A. "The owner(s) or corporation hereby certifies that all personal and real estate taxes within Reno County are paid." B. "No property is owned by the owner(s) or corporation within Reno County." DATE: SIGNATURE: COMPANY: NAME OF SIGNEE: TELEPHONE NUMBER: TITLE OF SIGNEE: PLEASE NOTE: This form is to be attached to the proposal when the quotation is submitted.

3 SPECIAL CONDITIONS 1. This Contract is established to furnish Annual Function Testing of Units for the City of Hutchinson Fire Department for the period of January 1, 2016 through December 31, Terms effective through those dates and renewable by mutual consent of the contractor and the City of Hutchinson for twelve (12) months for a period not beyond December 31, An agreement will be entered with the successful bidder(s) for an original period of one (1) calendar year, or portion of one (1) calendar year following acceptance of contract by both parties and may be renewed thereafter for a period not to exceed December 31, The fee for services shall remain firm for the entire contract period except through written petition to the Purchasing Manager of the City of Hutchinson stating reasoning for requesting the increase. This petition shall be reviewed and up to the discretion of the City for approval or disapproval. Should the petition be disapproved, termination of the contract may be initiated through the terms herein stated. This agreement may be terminated by the City upon seven (7) days written notice in the event of substantial failure by the Contractor to perform in accordance with the terms or for failing to provide reasonable service according to prevailing standards of the industry in the area of the State and/or if the Contractor failed to meet the provision of this agreement. Either party may terminate this agreement upon thirty (30) days written notice if the other party has not provided, in the option of the party, satisfactory compliance to the agreement, and only after written notice. Performance under this agreement is subject to strikes, lockouts, wars, acts of God and any condition beyond the Contractor s control 2. Contract may be terminated by the owner if the contractor does not, in the opinion of the owner, satisfactorily perform the services as indicated in the Special Conditions and Specifications herein. The notice of termination will be in written form to the contractor. In addition, either party may terminate this agreement by giving a thirty (30) day written notice by registered mail. 3. EMPLOYEES: All persons furnished by the contractor to perform work specified under this contract shall be deemed to be employees of the contractor for all purposes. 4. INSURANCE RESPONSIBILITY AND LIABILITY: The contractor's interest in all property herein described, if any, or any personal liability to him/her arising from this agreement to whatever extent shall be considered to be covered by applicable insurance by the contractor to the extent required. Notwithstanding any language to the contrary, no interpretation shall be allowed to find the City of Hutchinson or any of it's agencies responsible for loss or damage to personal or City property, not to hold contractors harmless from any such occurrences. Contractor shall possess Worker's Compensation Insurance in the amount required by law. 5. SCHEDULING OF WORK: All of the services requested shall be performed annually and shall be performed initially within thirty (30) days of the beginning of the contract period, and thereafter as requested. 6. SPECIFICATIONS: Service shall be performed in exact accord with the Minimum Specifications. Omissions not cleared with the City of Hutchinson will be cause for cancellation of the contract. 7. The fee for service shall remain firm for the twelve (12) month period of the contract except through written petition to the Purchasing Manager stating reasoning for requesting the increase. This petition shall be reviewed and up to the discretion of the Owner for approval or disapproval. Should the petition be disapproved, termination of the contract may be initiated through the terms of paragraph two (2).

4 HUTCHINSON FIRE DEPARTMENT MINIMUM SPECIFICATIONS, BID for ANNUAL INSPECTION, SERVICING, AND REPAIR OF SELF-CONTAINED BREATHING APPARATUS, MOBILE AIR SUPPLY CART & SKA-PAK ESCAPE PACKS This is a request for Scott Aviation Manufacturer s authorized self-contained breathing apparatus service vendors to bid on Hutchinson Fire Department s annual inspection, servicing and repair of approximately eighty-eight (88) 4.5 Self-contained Breathing Apparatus Units, one (1) Scott Mobile Air Supply Cart, and three (3) Scott SKA-PAK Escape Packs. Only bids from authorized Scott Aviation Manufacturer s service vendors will be accepted, no exceptions. Certificate of Scott Aviation Manufacturer authorization shall accompany bid. Certificate of Insurance showing coverages to be in force shall accompany bid. Vendors shall use the following minimum specifications for the annual inspection, servicing and repair of all 4.5 self-contained breathing apparatus (SCBA), Scott mobile air supply cart, and Scott SKA-PAK escape packs. These specifications are the minimum criteria vendors are to provide; materials and procedures shall not fall below these specifications. All modifications to these specifications must be approved by the Fire Chief or Deputy Fire Chief prior to acceptance. I. Annual inspection, servicing and repair shall be performed at Hutchinson Fire Department, Fire Station #7 located at 3416 East 30 th, Hutchinson, Kansas. II. III. IV. Annual inspection, servicing and repair shall be conducted in accordance with manufacturer s instructions by qualified Scott authorized technicians. Technicians shall use Scott supplied or approved test equipment and parts in an authorized mobile facility. Replacement parts to be Scott most current models. Vendor to maintain an on-hand inventory of replacement parts. Annual inspection and servicing shall include function testing, repairs and overhauls. A. Disassembling of the SCBA, cart and escape packs into major components for visual inspection of the apparatus for wear or damaged components. B. Regulator and pressure reducer performance check utilizing approved test equipment, flow testing of the regulator, disassembling and cleaning of the regulator, replacement of worn parts or those recommended by the manufacturer in the regulator assemblies. C. Disassembling of the low air alarm, cleaning and replacement of components as necessary. D. Cleaning of the facepiece and harness assembly and replacement of components as needed or scheduled. E. Reassembling of the entire SCBA and testing for proper operation of all components includes complete leak test of the system and components. F. Proper recording of all performed maintenance and return of the SCBA to service. G. Provide a printout of the function test performed on each air pack using a BIO system posi-check test system. The posi-check will perform the following tests: 1. Total visual inspection check list

5 2. Mask leak test 3. Exhalation valve check 4. Static pressure check of the mask 5. Low and maximum breathing resistance test 6. Pressure gauge accuracy test, 3 part test 7. Alarm accuracy test 8. Purge test H. Provide certified documentation for each unit indicating pass/fail at completion of annual inspection and testing. V. The types of equipment the service facility must have are a Scott test stand part # , # or # and all related tools and equipment required by Scott Aviation for function test and overhaul to maintain NIOSH/MSHA certification of the air pack. VI. Bid to include: A. Function Test labor pricing per unit. B. Per unit pricing of replacement parts (on an as needed basis only) as listed. 1. Scott # gasket 2. Scott # high pressure hose 3. Scott # demand lever shroud 4. Scott # used regulator body 5. Scott # check valve reducer 6. Scott # backup ring 7. Scott # preformed packing 8. Scott # roll pin 9. Scott # preformed packing 10. Scott # o-ring 11. Scott # pressure reducer 12. Scott # preformed packing 13. Other (please specify) Note: Individual billing by department to be as follows (approximation): City of Hutchinson, Police Department, P.O. Box 1567, Hutchinson, KS six (6) 2.2 units fifteen (15) 4.5 units City of Hutchinson, Fire Department, P.O. Box 1567, Hutchinson, KS eighty-eight (88) 4.5 units one (1) Scott Mobile Air Supply Cart two (2) Scott SKA-PAK Escape Packs City of Hutchinson, Waste Water Treatment Department, P.O. Box 1567, Hutchinson, KS two (2) 2.2 units City of Hutchinson, Water Department, P.O. Box 1567, Hutchinson, KS one (1) 2.2 unit

6 REQUEST FOR BID GENERAL CONDITIONS: 1. The City reserves the right to accept or reject any or all bids, and any part of parts of any bid. Any bid which is incomplete, conditional, obscure, or which contains additions not called for, or irregularities of any kind, may be cause for rejection of the bid. Bids must be properly submitted on the "Bid Form" supplied by the City. When called for, bids must be itemized unit by unit in additional to a total net bid. 2. All Bids shall be valid for a period of forty-five (45) following the opening of the Bids. The City of Hutchinson is exempt from payment of sales tax, except for specific circumstances. For further information contact the City Clerk's Office ( ). Bids should be made without sales tax. 3. Payment will be made for the full contract amount within 30 days of completion of said services and receipt of invoices. The City shall not be obligated to make any payments to the contractor by the terms of this contract except those payments that can lawfully be made from funds budgeted and appropriated for the purpose during the City's current budget year or from funds made available from any lawfully operated revenue producing source. 4. Specifications shall be construed as a minimum. Should the services offered exceed the specifications, it shall be acceptable. 5. The City reserves the right to waive minor deviations from the specifications and to select that service which the City deems to be acceptable for it's use. 6. The laws of the State of Kansas prohibit municipalities from purchasing equipment from vendors that do not comply with K.S.A as amended by Chapter 194 of the 1972 Session Laws, commonly know as "Contract Compliance- The Kansas Act Against Discrimination." Therefore, the City invites Bids only from those vendors who are in compliance with his act and who agree to observe the provisions of the Kansas Act Against Discrimination. 7. During the performance of this contract, the contractor/vendor will not discriminate against any employee or applicant for employment because of race, sex, religion, color, age, national origin, ancestry or physical handicap, unless based upon a bonafide occupational qualification. The contractor/vendor will take affirmative action to insure applicants are employed, and that employees are treated during employment without regard to their race, sex, religion, color, age, national origin, ancestry or physical handicap. 8. The attached statement on property owned within the City of Hutchinson must be complete and returned with the Bid in accordance with the City's policy on delinquent property taxes. "The City reserves the right to reject all bids from bidders who are delinquent in personal or real estate property taxes to Reno County, Kansas." 9. Whenever the City of Hutchinson lets Bids for goods or services, and the low Bid is submitted by a vendor domiciled outside of Reno County, a vendor domiciled inside Reno county may be deemed the preferred vendor and awarded the Bid if: 1. The quality, suitability, and usability of the goods or services are equal and fully comply with the minimum Bid specifications, and the vendor has the capability to adequately service the product. 2. The amount of the Bid of the vendor domiciled within Reno County is not more than 5% greater than the amount of the low Bid if the low Bid is under $10,000, or not more than 3% greater than the amount of the low Bid if the low Bid is greater than $10, The Bid does not pertain to new construction or involve State or Federal Funding.

7 4. The vendor domiciled within Reno County is willing to match the Bid price offered by the low vendor domiciled outside of Reno County within 24 hours of official notification unless circumstances warrant additional time as determined by the Assistant City Manager or the City Manager. 10. The Contractor shall procure and maintain during the life of this contract, Contractor's Comprehensive General Liability Insurance which shall include premises - operations (including explosion, collapse and underground coverage), independent contractors, completed operations, and blanket contractual liability on all written contracts including broad form property damage coverage. The policy shall protect the Contractor and any subcontractor performing work covered by this contract, for claims for damages for bodily injury, as well as from claims for property damages which may arise from operations under this Contract, whether such operations be by himself or any subcontractor of by anyone directly or indirectly employed by either of them. Such insurance shall be written for not less than limits of liability as follows: Comprehensive General Liability: 1. Bodily Injury $100,000 Each Occurrence $300,000 Aggregate 2. Property Damage $ 10,000 Each Occurrence Comprehensive General Liability Insurance may be arranged under a single policy for the full limits required or by a combination of underlying policies with the balance provided by an Excess or Umbrella Liability policy. THE CITY OF HUTCHINSON RESERVES THE RIGHT TO REJECT PART OR ALL OF ANY BID AND TO WAIVE FORMALITIES. ALL BIDS ARE SUBJECT TO PURCHASING POLICIES SET BY THE CITY COUNCIL OF HUTCHINSON. THE CITY OF HUTCHINSON RESERVES THE RIGHT TO DIVIDE PURCHASES AMONG VENDERS TO ACCOMPLISH THE BEST GROSS PRICE AND TO MAKE THE FINAL DECISION AS TO ACCEPTABILITY OF QUALITY AND PRICE. ALL VENDORS DOING BUSINESS WITH THE CITY OF HUTCHNSON SHALL ABIDE BY ALL LOCAL, STATE AND FEDERAL LAWS.