B2727690 Bid Specification~1.pdf

City of Philadelphia Free Library of Philadelphia

SMALL ORDER PURCHASE – Bid #B2727690

OPERABLE FOLDING PARTITION REPAIR, RESTORATION, AND PREVENTIVE

MAINTENANCE

1.1 Specification Information

The Free Library of Philadelphia (“Library”) is soliciting quotations from qualified contractors to provide initial repair and restoration services and ongoing preventive maintenance for commercial-grade operable folding partition systems located in five service areas at two Library facilities.

The Contractor shall furnish all labor, supervision, transportation, tools, equipment, minor materials, and other resources necessary to restore the systems to safe, smooth, and fully operational condition and to maintain that condition through scheduled preventive maintenance.

1.2 Service Locations

Parkway Central Library 1901 Vine St, 19103 Skyline Room Conference Rooms 405/407 Field Teen Center Heim Center – Rooms 131/132

South Philadelphia Library, 1700 S. Broad St, 19146 Conference Room

1.3 Repair and Restoration Scope

Mechanical systems: Remove pass-door panels as necessary to access, repair, or replace broken floor-seal mechanisms.

Floor-seal contingency: In cases where internal mechanisms are irreparable, floor seals must be pinned just above floor level to ensure panel mobility and staff safety.

Hardware: Repair or replace damaged D-ring mechanisms, pocket-door hardware, Type II active bolts, and other defective operating hardware included in the accepted quote.

Acoustics: Reattach or replace loose, damaged, or missing sound sweeps necessary to restore proper sealing and acoustic separation.

Panel reinstallation: Reassemble, re-hang, align, and calibrate panels and pass doors to ensure safe and smooth travel without dragging.

1.4 Annual Preventive Maintenance Standards

The Contractor shall perform two (2) scheduled preventive maintenance visits at each service area during each full contract year. Visits shall be scheduled.

Track and trolley: Clean and lubricate overhead tracks and carrier trolleys; inspect for wear, obstruction, or misalignment.

Alignment: Inspect and adjust pendant bolts, lock nuts, and related components so panels, approximately nine feet high, remain level and plumb.

Seal systems: Inspect, test, and calibrate manual crank-drop seals and expandable-panel closer systems.

Pass doors and safety: Pass doors and safety: Inspect pass doors, latches, hinges, active bolts, and related hardware for safe operation. The Contractor shall identify and report any condition that may affect safe passage or emergency egress and shall perform authorized repairs in accordance with applicable codes and manufacturer recommendations.

Minor parts and consumables: The preventive maintenance price shall include lubricants, fasteners, screws, washers, and other incidental consumable items customarily used during routine maintenance. Major replacement parts and components are not included in the preventive maintenance price and may only be furnished through the additional repair authorization process

1.5 Major Replacement Parts and Additional Repairs

The contract shall include a 25% discount on any major replacement parts required during the contract term. Major replacement parts shall be priced at the manufacturer’s published list price or MSRP less the discount offered by the vendor. The Contractor shall provide documentation of the applicable manufacturer’s published price with each estimate and invoice.

Replacement parts shall be new and compatible with the existing partition system.

1.6 Operational & Compliance Requirements

Business hours: Unless otherwise approved in writing, work shall be performed during normal Library business hours and coordinated to minimize disruption to public services, programs, and scheduled room use.

Notice: Scheduling notice: The Contractor shall provide the Library’s Property Management Department with at least forty-eight (48) hours’ advance notice before each scheduled service visit.

1.7 Service Reports

Within five (5) business days after each service visit, the Contractor shall submit a separate digital service report for each partition system serviced. Each report should include:

• Facility and room;

• Date and time of service;

• Technician’s name;

• Work performed and adjustments completed;

• Parts repaired or replaced;

• Deficiencies identified and recommended corrective actions;

• Before-and-after photographs for all repairs;

• Current operational status of the partition system; and

Item Requirement Bidder’s Offered Discount

Major Replacement Parts Discount

Major replacement parts – minimum 25% discount from manufacturer’s published list price or MSRP

1.8 Quote Requirements

Sellers must provide a flat-fee Evaluated Grand Total covering the initial repair and restoration of all partition systems and two (2) scheduled preventive maintenance visits at each service area during the initial contract term ending June 30, 2027.

All quoted prices shall include labor, supervision, travel, transportation, tools, equipment, delivery, freight, fuel surcharges, overhead, minor materials, and all other costs necessary to perform the work. No separate freight, travel, delivery, fuel, or miscellaneous charge will be accepted unless expressly identified in the quote.

The Free Library of Philadelphia is tax-exempt. Sellers shall not include sales tax in their quoted prices.

1.9 Initial Repair and Restoration – One-Time Fixed Price

The Seller shall provide a fixed price for all labor, materials, replacement parts included in the initial repair scope, equipment, travel, transportation, delivery, freight, supervision, overhead, and other costs necessary to complete the initial repair and restoration work at each service area.

Item Location / Service Area Bid Price

1.1 Parkway Central Library – Skyline Room $

1.2 Parkway Central Library – Conference Rooms 405 and 407 $

1.3 Parkway Central Library – Field Teen Center $

1.4 Heim Center – Rooms 131 and 132 $

1.5 South Philadelphia Branch – Conference Room $

A Initial Repair Subtotal $

1.9.1 Initial-Term Preventive Maintenance

The Seller shall provide pricing for two (2) scheduled preventive maintenance visits at each service area during the initial contract term ending June 30, 2027. The Library will authorize and schedule the visits based on the contract Effective Date and operational needs.

The Extended Price shall equal the Price per Visit multiplied by the Number of Visits Included.

Item Location / Service Area Price per Visit

No. of Visits Included

Extended Price

2.1 Parkway Central – Skyline Room $ 2 $

2.2 Parkway Central – Conference Rooms

405 and 407 $ 2 $

2.3 Parkway Central – Field Teen Center $ 2 $

2.4 Parkway Central - Heim Center –

Rooms 131 and 132 $ 2 $

2.5 South Philadelphia Library –

Conference Room $ 2 $

B Initial-Term Maintenance Subtotal $ $

Calculation: Price per Visit × Number of Visits Included = Extended Price.

1.9.2 Repair Labor Rates

1.9.3 Contractor Qualifications

The Contractor shall provide all labor, materials, tools, equipment, supervision, transportation, and other resources necessary to complete the Scope of Work in accordance with these specifications. The Contractor shall ensure that all technicians assigned to perform services under this contract are qualified and trained to inspect, maintain, and repair commercial-grade operable folding partition systems, including Modernfold, Hufcor, or equivalent systems.

2.1 Contract Term and Renewal Options

The initial contract term shall begin on the date the City Purchase Order is issued and shall end June 30, 2027. At the sole option of the City, the contract may be renewed for up to four (4) additional consecutive one-year periods, subject to the terms and conditions of the contract.

3.1 Contract Service Contact

Following contract award, the Contractor shall coordinate repair services, preventive maintenance visits, site access, scheduling, and other service-related matters with:

Tymur Laburets Email: laburetst@freelibrary.org Phone: (215) 686-5412

Labor Classification Contract Hourly Rate Included Costs Lead Technician $ Rate must include travel, tools, supervision, overhead, and related labor costs.

Service Technician $ Rate must include travel, tools, supervision, overhead, and related labor costs.

Helper / Apprentice $ Rate must include travel, tools, supervision, overhead, and related labor costs.