6-1.1 SHE133296 General Requirements.pdf

SHE133296 Exercise Equipment Maintenance & Repair

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office, invites your company to bid on providing regularly scheduled preventative maintenance for exercise equipment. The Sheriff’s office maintains many fitness machines and exercise equipment devices located at The Adult Detention Center (ADC) and The Sheriff’s Office Administration Building (SOAB). This contract shall also include the Contractor providing “as-needed” repairs on the exercise equipment, when authorized by the County through a Purchase Order (PO). Repairs may require the need for visits outside the regularly scheduled maintenance schedule.

Preventative maintenance and associated inspections must be made on a quarterly basis (i.e., approximately once every 90 days) or as additionally requested by the Sheriff’s office. Preventive maintenance and repair services shall be performed only between the hours of 8:00 AM to 5:00 PM (Monday through Friday, excluding holidays), unless requested otherwise by the County. If any equipment is replaced, preventive maintenance for the new equipment will not be performed and will not be charged during the new equipment’s warranty period, unless the machine’s warranty requires such preventative maintenance as requested by the Sheriff’s Office.

During scheduled preventative maintenance visits, Contractor must conduct a preventative maintenance inspection on each item of equipment and make minor adjustments and repairs. The types of preventative maintenance tasks that are performed for each machine must be appropriate for that type of machine. Preventative maintenance tasks include but are not limited to the following:

• Clean / vacuum

• Oil / lubricate chains, guide rods, leather brake pads, and hinge points

• Check the error code logs of the electronic machines

• Check for correct calibration

• Check the machine’s belt(s) have optimum tension

• Check the machine’s resistance settings are functioning as intended

• Check that each of the machine’s adjustable positions are functioning as intended

• Check cables for fraying and other signs of wear

• Check that guide rods are functioning properly and are free of signs of wear

• Check upholstery to make sure it has not become cracked or torn

• Check selector pins to make sure they are functioning properly, will stay in place while the machine is in use, and have not become misshapen

• Check that the various parts of the machine are still properly secure and have not become loose or wobbly

• Check bolts, screws, and welded points for any loosening and other signs of wear

• Minor repairs of issues found during the above inspections

The Contractor is to provide “as-needed” repairs on the exercise equipment, when authorized by the County through a written Purchase Order (PO). When a machine requires repair, the Sheriff’s Office may delay repair until the quarterly service appointment or require Contractor visit outside the regular schedule. The Contractor shall accommodate requests for repair within five business days.

Repairs beyond the scope of a preventative maintenance call shall be paid on an hourly rate basis, plus parts. The Contractor shall supply parts need for repairs. Prior to repairs, the Contractor shall supply a firm cost quote and receive approval through a written Purchase Order (PO).

In the event a repair is likely to near or exceed the cost of replacement, the Contractor shall immediately cease repair efforts and advise the Sheriff’s Jail Facility Management Division Lieutenant. Repairs shall not continue unless authorized by the County.

Equipment replacement is not included as part of a successful contract. County will follow County ordinances and policies to procure replacements. Contractor will not:

• Be precluded from submitting a bid in any competitive solicitation process to replace equipment.

• Receive preferences or other advantages, except those permitted by County ordinance or policy.

Travel time will not be paid for field labor rates, and no mileage charges or reimbursements will be paid by the County. Compensation for these types of things will be part of the all-inclusive contract prices for preventative maintenance and repairs.

The Contractor is required to use new “Original Equipment Manufacturer” (OEM) parts for maintenance and repairs performed under this contract. If new OEM parts are not available for a specific repair, the Contractor must obtain permission from the Sheriff’s Office’s Jail Facility Management Division before performing work with non-OEM parts or used parts.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and

Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 PRE-BID SITE VISIT:

A pre-bid site visit will be held on September 16th, 1:00pm. Bidders should RSVP by sending an invitation request via email to Serena Briggs at SerBriggs@saltlakecounty.gov. Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. The written questions submitted, along with any other additional information pertaining to the clarification of specifications, will be discussed in detail at this conference. Bidders shall thoroughly familiarize themselves with this solicitation document including specifications prior to attending the conference. Verbal statements or information given at a site visit is not binding on the bidder or the County unless released in a bid amendment.

6.0 JAIL ACCESS:

The jail access pass application must be completed and emailed to phansen@saltlakecounty.gov and morley@saltlakecounty.gov at least 3 days prior to the prebid conference and must be approved before entering the jail. Upon award the contractor’s employees who will be working onsite must also hold an approved access pass. Access will not be permitted without an approved application.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, the County anticipates an estimated annual cost of $4,000.00.

mailto:SerBriggs@saltlakecounty.gov mailto:phansen@saltlakecounty.gov mailto:morley@saltlakecounty.gov

7.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment (found in the Supporting Documentation area of the bonfire portal) as part of their bid. The bid pricing being offered must include any potential delivery charges and be shipped FOB Destination, Freight Pre-Paid.

Bidders are to provide an hourly rate plus materials as shown on the Pricing Schedule.

The bidder agrees to provide Salt Lake County OEM repair parts at the OEM published catalog list prices in effect at time of shipment, less the offered contracted discount off the published list prices as shown on respective bidders’ Pricing Schedule. The prices being offered as shown on the Pricing Schedule are to be the prices the County pays in a resulting contract.

Pricing evaluation is to be made based off the Grand Total as shown on respective bidders’ Pricing Schedule.

8.0 AWARD:

Salt Lake County may award bids and contracts to vendors through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Award will be to the lowest responsive, responsible bidder bidding the lowest Grand Total as shown on respective bidders’ Pricing Schedule.

8.0 DELIVERY:

Goods associated with this contract are anticipated to be parts Contractor will bring to the SOAB and/or the Jail and the Contractor will install during the repair process. The Sheriff’s Office does not anticipate contracted goods being shipped to the SOAB or ADC, except at the Contractor’s request for a specific purpose / specific repair project, and prior approval by the County.

Parts prices are to be FOB Destination, Freight Prepaid. Contracted prices shall be all-inclusive; this includes but is not limited to shipping and other service charges.

13.0 PRICE ESCALATION / DE-ESCALATION:

Pricing to be guaranteed for 24 months. Contractor may submit to the County written requests for price increases once every 2 years. Price escalation requests shall be submitted at least 60 days prior to the effective date of any renewal period. Price escalation requests are limited to a maximum of 3% annual increase and Contractor must provide a justification based on neutral third-party data (such as a relevant market index).

The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written contract amendment, signed by both parties.

10.0 REFERENCES/EXPERIENCE:

Bidder shall have all the necessary professional and business licenses to do business in Salt Lake County and shall have continuously held these licenses, in good standing, for at least two (2) years prior to the bid submission date. Bidders are to submit the References document provided in the Supporting Documentation area of Bonfire.

Bidder shall have a minimum of three (3) years of professional experience (prior to the bid submission date) servicing and repairing at least 15 of the following ~25 brands and exercise machines and equipment:

Advanced Fitness Solutions (AFS), Bigger Faster Stronger (BFS), BH Fitness (BH), Body Masters, Concept 2, Cybex, Everlast, Flex Fitness, Hammer Strength, InFlight Fitness, Inspire, IronCo, LeMond RevMaster, Life Fitness, Nautilus, NordicTrack, Paramount, Polaris, Precor, Pro Elite Strength Systems, Spirit Fitness, Star Trac, TKO, Troy Barbell and Fitness, Tuff Stuff Performance, Velocity Exercise, and Yukon Fitness Equipment.

15.0 PHYSICAL LOCATION

Bidder shall have a service facility located within 60 miles of Salt Lake County. Please provide the address in the space provided in Bonfire and the Specifications document.

10.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

11.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase, at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

12.0 AUDITING:

The vendor agrees to make available to Salt Lake County all records; invoices, or documentation relative to this contract, and to assist Salt Lake County personnel in performing periodic audits and price checks. Bidder agrees to provide requested information within 5 working days.

14.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply. In the event the bidder’s terms and conditions conflict with Salt Lake County’s terms and conditions, Salt Lake County’s terms and conditions will control.

15.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.