INVITATION FOR BIDS - BidNet



CITY OF TOPEKA

FINANCIAL SERVICES, Contracts & Procurement Div. Jay Oyler, Director

City Hall, 215 SE 7th St., Suite 60 Email: joyler@

Topeka KS 66603-3914 Fax: (785) 368-4499

Tel: (785) 368-3749

REQUEST FOR PROPOSAL

SCOPE OF WORK

EVENT 806; FILE 1197

CLOSING DATE: January 30, 2015

Overhead Lift and Hoist Inspection Service

THIRTY (30) DAYS NOTICE OF TERMINATION OF CONTRACT IS HEREBY GIVEN TO ALL SUPPLIERS WHO CURRENTLY HAVE CONTRACTS WITH THE CITY OF TOPEKA FOR THE ITEMS OR SERVICES DESCRIBED IN THESE SPECIFICATIONS BEGINNING WITH THE DATE OF THIS EVENT.

1. BACKGROUND AND SCOPE: The City of Topeka owns and maintains a large quantity of fixed assets including but not limited to cranes, hoists, powered platforms for building maintenance, vehicle-mounted elevating and rotating work platforms, man lifts, vehicle-mounted hoists, overhead and gantry cranes; fire equipment including aerials and snorkels and shop vehicle lifts. It is the intent of the City that annual inspections are performed on these fixed assets according to the latest NFPA, OSHA, ANSI or manufacturer standards; to provide a safe working environment of all affected City employees. All inspections are to be performed on the listed equipment and shall include but not be limited to visual, magnetic particles and/or penetrant, ultrasonic, functional and operational inspection, dielectric test on boom/inserts, acoustic emission and load test or other method prescribed one of the identified organizations or the manufacturer. Evaluation and test reports are to be provided after tests, with a statement that describes the standard used for evaluation.

Even though we have found no requirement to inspect our shop motor vehicle lifts, we desire an outside opinion on the safety and operational condition of these items. Fleet Services staff inspects these items before every use, but those responsible for facility safety issues request that we receive an outside opinion on these yearly. Each lift will receive a visual inspection and load test, with the vendor supplying a professional opinion as to the lifts physical condition and ability to remain in service.

2. SERVICES TO BE PROVIDED: The Contractor shall provide a periodic inspection program of listed equipment owned by the City of Topeka that meets the requirements of NFPA, OSHA and ANSI Regulations. All inspections shall be performed during normal working hours.

a) Maintenance shall include, but not be limited to, checking the performance of equipment and components, examining, cleaning, lubrication, adjustment, and calibration of the equipment and their components as listed in Schedule A.

b) All inspections shall be performed according to the latest NFPA, OSHA and/or ANSI standards. The vendor shall perform all inspections in accordance with the listed standard. No deviations will be allowed under this contract.

c) Evaluation and test reports are to be provided after tests have been performed.

d) If deficiencies are found during inspection and testing, a detailed description of the deficiency and repair requirements shall be included in the evaluation and test reports.

e) Repair of deficiencies found and/or any required replacement parts will be provided for under a separate contract for those types of repair services.

f) All services included in the annual maintenance and inspection program shall be at a guaranteed price for the first year of the contract.

3. CONTRACT AWARD

The award shall be based on which vendor supplies the most responsive and responsible bid encompassing all aspects of these specifications at the lowest price. The City has the final say on all determinations.

Bidders are responsible for providing sufficient information to evaluate all items equally.

The successful bidder(s) shall be required to enter into an open-end contract with the City Of Topeka.

An open-end contract shall be construed as a contractual agreement between a supplier and the City Of Topeka to furnish an undetermined quantity of a commodity (or service) in a given period of time. This may be guided by an estimated quantity based on previous history or other means.

The City of Topeka reserves the right to cancel any and all contracts at any time with thirty (30) days written notice.

The contract(s) awarded from this bid shall become effective on the date of signature by both parties and shall remain in effect for one (1) full year. At the end of the first year the supplier may cancel with thirty (30) days written notice with an exception for unauthorized substitution as stated above. Prices quoted shall remain firm for the duration of the contract.

Pricing agreements may be extended for three (3) additional one (1)-year periods under the same terms and conditions if mutually agreed upon.

5. TERMINATION

Termination for Cause: The Procurement Director may terminate this contract, or any part of this contract for cause under any one of the following circumstances:

The Contractor fails to make delivery of goods or services as specified in this contract; or

The Contractor fails to perform any of the provisions of this contract; or so fails to make progress as to endanger performance of this contract in accordance with its terms.

The Procurement Director shall provide Contractor with written notice of the conditions endangering performance. If the Contractor fails to remedy the conditions with four (4) hours from the receipt of the notice (or such longer period as the City may authorize in writing), the Procurement Director may issue the Contractor an order to stop work immediately.

Termination for Convenience: The Procurement Director may terminate performance of work under this contract in whole or in part whenever, for any reason the Director of Contracts and Procurement shall determine that the termination is in the best interest of the City of Topeka. In the event that the Procurement Director elects to terminate this contract pursuant to this provision, it shall provide the Contractor written notice at least thirty (30) days prior to the termination date. The termination shall be effective as of the date specified in the notice. The Contractor shall continue to perform any part of the work that may have not been terminated by the notice.

4. All Offerors shall supply information as requested by the Procurement Officer concerning the responsibility of such Offeror. Section 2-610 of the City Of Topeka’s Administrative Code providing for the Procurement Code Regulations shall govern the determination of responsibility.

There will be no Pre-Proposal conference for this Event. Only items submitted online will be accepted and evaluated.

Schedule A – Listing of Fixed Assets that NFPA, OSHA and ANSI Standards apply to:

TRUCKS AND CRANES

| |Item # |

|Questions |All questions concerning the requirements set forth herein shall be electronically entered on the Event section pertaining to |

| |questions prior to the closing of the question and answer period if one has been established. |

| |No other form of questions shall be answered or accepted. |

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