5-26DB30-5 - IFB - Exercise Equipment Maintenance and Repair.docx

INVITATION FOR BID

EXERCISE EQUIPMENT

MAINTENANCE AND REPAIR

DISTRICT WIDE

SOLICITATION # 26DB30-5

BID DUE

Tuesday, May 19, 2026 2:00 p.m. MDT

QUESTIONS DUE

Thursday, May 14, 2026 2:00 p.m. MDT

Purchasing Department Auxiliary Services Building 7905 South Redwood Road West Jordan, Utah 84088-4601

EXERCISE EQUIPMENT MAINTENACE AND REPAIR

DISTRICT WIDE

Invitation for Bid # 26DB30-5

You are invited to submit bids to the Jordan School District relating to Exercise Equipment Maintenance and Repair. The bid will be awarded to the lowest responsive and responsible Bidder(s).

Responsiveness to the bid will be established only if the bid meets the following requirements:

All information requested must be completed and submitted by Tuesday, May 19, 2026, at 2:00 p.m. (MDT). If the required information is not submitted in a timely manner, the bid will be deemed non-responsive.

All inquiries relative to this bid need to be submitted by Thursday, May 14, 2026, at 2:00 p.m. (MDT), and will be answered though U3P Bonfire.

The preferred method of submitting your bid is electronically through Utah Public Procurement Place (U3P) Bonfire at utah.bonfirehub.com. Neither faxed nor emailed bids will be accepted.

Vendors must respond in each and every area as specified in the bid documents (such as pricing, etc.) and the bid must be returned in its entirety.

The agreement shall commence on the date of bid acceptance and continue for one (1) year. Each bid must include an option whereby the Jordan School District, at its sole discretion, can extend the contract for up to four (4) annual renewals on the same terms, prices, and conditions set forth in the bid, for a total of five (5) maximum contract years. Requests for price adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the contract will not be effective unless approved by the Jordan School District Purchasing Director. The negotiation may only occur within sixty (60) days before the contract renewal.

Any early payment discounts offered to the Jordan School District are encouraged. Discounts shown may be evaluated as part of the bid award. Discounts offered for fewer than ten (10) working days will not be acceptable.

The Jordan School District Purchasing Department reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the best interest of the Jordan School District.

Results of the bid evaluation will be available on our website, purchasing.jordandistrict.org, and on U3P Bonfire.

TAX EXEMPT FORMS

Please note that sales made to Utah School Districts are exempt from sales tax according to Utah Code 59-12-104. Bidders must use the Tax Exemption Certificate form TC-721G when purchasing construction materials for Jordan School District projects. A tax-exempt form will be provided upon request.

LIABILITY INSURANCE

The Bidder shall purchase and maintain such insurance as will protect them from claims under Workers’ Compensation Acts and other employee benefit acts; from claims for damages because of bodily injury, including death; and from claims for damages to property which may arise out of or result from the Bidder’s operations under this contract, whether such operations be by themselves or by any subcontractor or anyone directly or indirectly employed by any of them. This insurance shall be written for not less than any limits of liability specified as part of this contract or required by law, whichever is greater, and shall exclude contractual liability insurance as applicable to the Bidder’s obligations.

BIDDER REQUIREMENTS

The Bidder must have a minimum five (5) years of experience. The Bidder shall supervise and direct all work, using their best skill and attention. The Bidder shall be solely responsible for all means, methods, techniques, sequences, and procedures and for coordinating all portions of the work under the contract.

Unless otherwise specifically noted, the Bidder shall provide and pay for all labor, materials, equipment, tools, machinery, and services necessary for the proper execution and completion of the work.

The Bidder warrants to the owner that all materials and equipment incorporated in the work will be new unless otherwise specified, and that all work will be of good quality, free from faults and defects, and in conformance with the bid documents. All work not conforming to these standards may be considered defective.

JSD STANDARD CONTRACT TERMS AND CONDITIONS,

EXCEPTIONS, AND NEGOTIATIONS

A contract or purchase order(s) that result from this IFB will include Jordan School District’s Standard Terms and Conditions (“Standard Terms and Conditions”). It is the responsibility of the Bidders to review the Standard Terms and Conditions, whether attached to this IFB (see Attachment A) or at purchasing.jordandistrict.org.

PRICE GUARANTEE PERIOD

All pricing must be guaranteed for one (1) year. Following the guarantee period, any request for price adjustment must be for an equal guarantee period.

Requests for price adjustment MUST include sufficient documentation supporting the request that demonstrates a logical mathematical link between the current price and the proposed price. If price adjustments can be linked to a specific index, please list the index.

Any adjustment or amendment to the contract will not be effective unless approved by the JSD Purchasing Director. JSD will be given the immediate benefit of any decrease in the market or allowable discount.

WORK SCOPE

Preventative Maintenance for exercise and weight room equipment

1. All work must be requested in writing by a JSD work order. This work order must be signed by the school and returned with the invoice for payment.

2. Preventative maintenance will be conducted on a schedule as follows:

a. High Schools (3) three times per year

b. Middle Schools (2) two times per year

c. Special Schools (2) two times per year

3. Preventative maintenance will include but not limited to a safety inspection of all equipment.

a. Inspect all welds and look for cracks

b. Inspect all cables for wear and damage

c. Clean all equipment

d. Repair all upholstery and torn padding

e. Wax, lubricate, and tighten all bolts and hardware

f. Test equipment for proper function

4. Any parts charges or repairs beyond the preventative maintenance service will be separated and paid for with a PO by the School.

5. Repairs for routine wear and tear found during inspection, i.e., cables, pulleys, flywheels, etc. can be fixed as needed. Any repair exceeding $1,000.00 must have prior written approval from Jordan School District.

6. Charges to be included in the charge per hour:

a. Mileage

b. Fuel surcharge

7. Parts, including markup, will be a separate charge from the hourly rate.

Broken equipment between scheduled maintenance

1. Repairs of broken equipment will be on a case-by-case basis, and will be requested by the school through the Facility Services Department.

2. Facility Service will create a work order for the contractor to inspect broken equipment.

3. Contractor will report estimated cost of repair and receive written authorization before making repairs.

4. If at any time the cost of repairs exceeds 50% of the equipment value the Facility Services Department will make the determination to fix the equipment or to notify the school that they will need to replace the equipment.

5. The current number of locations with exercise equipment is 22.

6. Contractor will coordinate with school when work can be done.

A list of common exercise equipment is provided (See Form 1). Please indicate for each brand if you are able to service and/or authorized to do warranty work for that brand.

Vendor warrants to JSD that all materials and parts or equipment incorporated in the work will be new unless otherwise specified, and that all work will be of good quality, free from faults and defects and in conformance with the equipment manufactures standards. All work not conforming to these standards may be considered defective.

Vendor shall at all times enforce strict discipline and good order among their employees, and shall not employ any unfit person or anyone not skilled in the task assigned to him or her.

Vendor at all times shall keep the premises free from accumulation of waste materials or rubbish caused by their operations. At the completion of the work, they shall remove all waste materials and rubbish shall be removed from JSD property at the expense of the vendor (district disposal bins are not to be used) and leave the work area clean and free from any and all debris, unless otherwise specified.

The vendor shall indemnify and hold harmless JSD and their agents and employees from and against all claims, damages, losses and expenses including attorney’s fees arising out of or resulting from negligent performance of the work.

COST SHEET

Location:

District Wide

Name of Bidder:

The undersigned, having carefully examined the contract documents, hereby proposes and agrees to maintenance and repair of exercise equipment at multiple school locations.

MAINTENANCE CHARGE PER HOUR: ____________________DOLLARS

PARTS COST MARKUP: __________________________________%

OTHER CHARGES: ______________________________________DOLLARS

This bid shall be valid for a period of thirty (30) days after the date set for receipt of bids.

Submitted by:

Vendor Name

Authorized Signature

Name and Title

Date

Exercise Equipment Maintenance and Repair

IFB # 26DB30-5

Due May 19, 2026, at 2:00 p.m. MDT image1.png