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HomeMy WebLinkAbout4.06 Physical Training Equipment Bids CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE:-June 26, 1989 SUBJECT: Authorization to Circulate Bids for Exercise Equipment for Physical Training Room at Civic Center .EXHIBITS: Exercise Equipment Bid Specification Packet RECOMMENDATION: -pprove the Bid Packet and authorize staff to circulate it among providers. FINANCIAL The following estimates are based on retail pricing submitted STATEMENT: by vendors and include installation and delivery charges: Group I - (1) Paramount ST4 Multi-Station Unit $6,605 (includes all stations, painted weights and maximum weight stacks - (1) PTS Turbo 1000 Recumbent Cycle $1,095 Group II - (1) LifeCycle $2,250 - (2) LifeStep Aerobic Trainers ($2,54.4 each) $5,088 Adequate funds are included in the Civic Center Project Equipment Account. DISCUSSION: The City of Dublin offices will be relocating to the new Civic Center. In preparation for the move, City staff has -formed a number of employee advisory committees to look at purchasing a new telephone system, a new copier and exercise equipment for the physical training room. The physical training area (approximately 20 x 30 feet) will be located in the Police wing and will be made available to Dublin Police Service and City employees. The fitness committee has completed its first task of developing an equipment package for the Civic Center physical training room. The committee, comprised of representatives from Community Development, Finance, Police Services and the City Manager's Office, began by discussing the concepts of health and fitness and they relate to increased employee effectiveness and job satisfaction and reduced stress levels, health care costs and absenteeism. In addition to discussing the quantitative benefits to promoting employee wellness, the group also discussed some of the qualitative benefits: by encouraging employees to maintain and improve the status of their health at the workplace, you improve the quality of their overall lifestyle. Next, the committee surveyed all City and Police Service employees with respect to fitness needs and exercise equipment preferences. Then, the committee visited a number of local health clubs (AVAC, Shoeber's Athletic Club and Medina's Gym) , a corporate exercise facility (AT&T) and several local equipment retailers. Lastly, the group contacted various equipment manufacturers for literature and prices. Based on the committee's review and comparison of exercise facility layouts, commercial exercise equipment, equipment use, prices and the City's specific health and fitness needs, the committee has developed a bid specification package including the recommended exercise equipment. The purchase of exercise equipment is just the first step in developing a "Wellness Program" for City employees. The committee plans to come back to the Council at a later date with a proposed Wellness Program. The exercise equipment bid package contains specifications related to exercise equipment and related services. The packet is designed to allow bidders to bid on all or part of the equipment and services included in the packet. This is to encourage maximum response from authorized retail as well as wholesale dealers. Staff recommends that the City Council authorize circulation of the Bid Packets. Staff will review the responses and submit a final recommendation to Council for approval. — ()A1_A,.oftA4% - J/,', ZY! /�, NOTICE INVITING BIDS FOR EXERCISE EQUIPMENT NOTICE IS HEREBY GIVEN that bids will be received until 2:00 p.m. , Friday, July 21, 1989, at the City of Dublin Offices, which are located at 6500 Dublin Blvd. , Suite 205, Dublin, CA 94568. Bids will be accepted in accordance with the attached specifications. The competency and responsibility of the bidders will be considered in making the award. The City reserves the right to reject any or all proposals, to determine the lowest responsible bidder, and to waive any informality or irregularity in the proposals submitted. For further information concerning this bid contact Lou Ann Riera-Texeira, City Manager's Office at (415) 829-4600. Richard C. Ambrose, City Manager/City Clerk CITY OF DUBLIN INSTRUCTIONS TO BIDDERS CIVIC CENTER EXERCISE EQUIPMENT .:J INTRODUCTION The City of Dublin is requesting proposals for exercise equipment to be installed at the new Civic Center upon completion of construction which is estimated to be as early as August 15, 1989. The physical training room will be located on the first floor of the Civic Center in the Police Services wing. The room is approximately 30 feet x 20 feet. The training room will be made available to all City and Police service employees. PROPOSALS Bids shall be made upon the form obtained at the office of the City Manager properly and with all items filled out. A copy of the form is also included-in the Bid Specification package. The signature of all persons signing shall be in longhand. The completed form shall be without inter-lineations, alterations, or erasures. Any irregularity may be cause for rejection of the bid. Bids shall be submitted in a sealed envelope with the words "CIVIC CENTER EXERCISE EQUIPMENT BID ENCLOSED" on the outside. Bids must be received in the City Manager's Office, 6500 Dublin Blvd. , Suite 205, Dublin, CA 94568, no later than 2:00 p.m. , Friday, July 21, 1989. Bids shall not contain any recapitulation of the work to be done. Alternative proposals will not be considered, unless called for. No oral, telegraphic or telephone proposals or modifications shall be considered. Before submitting bid, bidders shall carefully read the specifications and shall fully inform themselves as to all existing conditions and limitations. PRE-BID CONFERENCE A pre-bid conference will be held on Friday, July 7, 1989 at 2:00 p.m. , in the City Manager's Conference Room, Dublin City Offices, 6500 Dublin Blvd. , Dublin, CA. City staff will be available to answer questions concerning the bid specifications, the bid process, etc. OPENING OF BIDS Bids will be opened and read publicly at the time set in the City Manager's Conference Room as indicated in the Invitation for Bids. Bidders or their representatives and other interested persons permitted by the Owner may be present at the bid opening. Bid opening 2:00 p.m. , Friday, July 21, 1989. AWARD AND REJECTION OF BIDS The City is requesting bids on two different groups of exercise equipment. The groups are summarized on the Bid Proposal Summary Form as follows: Group I - (1) Paramount ST4 Multi-Station Unit - (1.) PTS Turbo 1000 Recumbent Cycle Group II - (1) LifeCycle Aerobic Trainer Modal No. 9000 (2) LifeStep Aerobic Trainers Model No. 1000 Bidders are invited to submit a proposal for either or both of the groups; however, the successful bidder(s) must provide all items contained in the group. The award of the contract(s) will be determined by the lowest total submitted for each group. This may result in either one or two successful bidders. Each group will be reviewed separately. The provision and cost L ny related services, includin<_ intenance, instruction and training, may be considered in the final award. The City shall reserve the right to modify the total amount by adding or deleting individual items and/or services. Such modifications shall be based upon the unit prices provided by the bidder on the Exercise Equipment Specification Form. The City reserves the right to reject any or all bids, to accept or reject any items of the bid, and to waive any informality in bids received. The competency and responsibility of bidders and of their proposed subcontractors will be considered in making the awards. WITHDRAWAL OF BIDS Bids may be withdrawn by the bidder prior to, but not after the time fixed for opening of bids. INTERPRETATION OF DOCUMENTS If any person contemplating a bid for the proposed contract is in doubt as to the true meaning of any part of the specifications or other proposed contract documents, he/she may submit to the City a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed documents, which in the City's judgement is necessary, will be made only by Addendum duly issued. A copy of such Addendum will be mailed or delivered to each person receiving a set of such documents. The City will not be responsible for any other explanations or interpretations of the proposed documents. FORM OF AGREEMENT The form of agreement, which the successful bidder will be required to execute, will be based upon the bid specifications. The successful bidder shall be provided with a purchase order upon award of bid by the City Council. EXERCISE E UIPMENT SPECIFICATIONS FORM Included as part of the Bid Documents is a detailed "Exercise Equipment Specifications" form. This document includes information related to the exercise equipment groups including the quantity, manufacturer, and type of items to be provided, as well as information concerning maintenance, instruction and training services. Please note that bidders may bid on either or both equipment group and/or related services listed on the 'spec if icat ions form. As noted, the City shall have the option to add or delete items based on' the unit price. MAINTENANCE The equipment provider is responsible for maintaining exercise equipment at no cost to the City for a one year period. The one year period begins upon the City's final acceptance of and final payment for the exercise equipment provided. Subsequently, a maintenance service agreement between the City and the provider may be negotiated. Please include the details of your equipment maintenance program, including cost and frequency, with your bid. INSTRUCTION AND TRAINING The City requires the equipment provider to conduct a minimum of two "Open House" orientation sessions, not to exceed a total of four hours of training, for City of Dublin and Dublin Police Service Employees. The purpose of the orientation sessions will be to instruct employees in equipment care and use. The orientation sessions shall occur within one year of the agreement and shall occur at a time mutually agreed upon by the City and the provider. In addition, the equipment provider shall conduct an in-depth training session, not to exceed two hours, with the City's designated "key operators." The purpose of this session will be to familiarize the key operators with the use, care and maintenance of the equipment. Please include the details of your orientation and training services, including cost, with your bid. The City reserves the right to video tape training and instruction sessions conducted by the equipment provider, and to use such tapes in-house only, for the purposes of orienting and instructing City and Dublin Police.Service employees. ADDENDUM OR BULLETINS Any Addendum or Bulletins issued during the time of bidding, or forming a part of the documents furnished to the Bidder for the preparation of his/her bid, shall be made a part of the contract. The receipt of each Addendum shall be acknowledged on the Bid Proposal Form as submitted by the bidder. CANCELLATION The City reserves the right to cancel the equipment order and incur no costs if equipment is not delivered within three months of .issuance of a purchase order, unless a written extension is granted by the City. CITY OF DUBLIN BID SPECIFICATIONS CIVIC CENTER EXERCISE EQUIPMENT The City of Dublin is seeking bids for exercise equipment to be installed at the new Civic Center. All bids shall be in accordance with the Instructions to Bidders and the following specifications: I. EQUIPMENT Group I - (1) Paramount ST4-P20 Multi-Station Unit Optional Chest Press & Lat Station, Painted Weights and the following options: a. ST4-LP/SQT Leg Press/Squat b. ST4-FKR Vert Knee Raise/Dip c. ST4-RACK Sit Up Board 2 Position Rack d. ST4-SBR Sit Up Board - (1) PTS Turbo 1000 Recumbent Cycle Group II - (1) LifeCycle (R) Aerobic Trainer Model No. 9000 - (2) LifeStep (tm) Aerobic Trainers Model No. 1000 II. MAINTENANCE The equipment provider is responsible for maintaining exercise equipment at no cost to the City for a one year period. The one year period begins upon the City's final acceptance of and final payment for the exercise equipment provided. Subsequently, a maintenance service agreement between the City and the provider may be negotiated. Please indicate the maintenance costs on the attached "Bid Specification Form." Also, please attach the details of your equipment maintenance program, including cost and frequency, with your bid. III. INSTRUCTION AND TRAINING The City requires the equipment provider to conduct a minimum of two "Open House" orientation sessions, not to exceed a total of four hours of training, for City of Dublin and Dublin Police Service Employees. The purpose of the orientation sessions will be to instruct employees in equipment care and use. The orientation sessions shall occur within one year of the agreement and shall occur at a time mutually agreed upon by the City and the provider. In addition, the equipment provider shall conduct an in-depth training session, not to exceed two hours, with the City's designated "key operators." The purpose of this session will be to familiarize the key ,operators with the use, care and maintenance of the equipment. Please indicate the costs associated with conducting these training sessions on the attached "Bid Specification Form." Also, please include the details of your orientation and training services, including cost, with your bid. The City reserves the right to video tape training and instruction sessions conducted by the equipment provider, and to use such tapes 'in-house only, for the purposes of orientating and instructing City and Dublin Police Service employees. IV. SCHEDULE - Deadline for submitting bids - July 21, 1989 - Bid to be awarded - August 14, 1989 - Equipment to be delivered and installed upon completion of Dublin Civic Center which could be as early as August 15, 1989 - Service would commence upon final payment by the City - Instruction and training to be scheduled V. SUBCONTRACTORS Each bidder shall identify any subcontractor who will be used in the supply, delivery and installation of the equipment and in providing any related services. VI. METHOD OF PAYMENT For all materials and supplies, the City shall pay within 45 days of receipt of an invoice, provided that said items have been delivered and received in new condition at the Civic Center project. The City reserves the right to withhold sums in the event that the item is damaged. The City may issue progress payments representing those items received. The City may limit the frequency of payments to no more than once each month. For all installation costs, payment shall only occur after the installation is complete. City shall reserve the right to withhold funds for installa- tion which is incomplete or not correctly completed. City may issue monthly progress payments based upon the amount of work completed. CITY OF DUBLIN CIVIC CENTER EXERCISE EQUIPMENT BID SPECIFICATIONS FORM The City of Dublin is seeking bids for exercise equipment to be installed at the v new Civic Center. All bids shall be in accordance with the Instructions to Bidders and the Bid Specifications. Bidders have the option to bid on any or all of the equipment groups and/or related services listed below. Bidders shall include the cost of the selected equipment, delivery and installation fees, taxes, one year maintenance service, and instruction and training as detailed in the Bid Specifications. Bidders shall be responsible for meeting established deadlines. Base Cost Delivery Tax Total & Inst. I. EQUIPMENT Group I - (1) Paramount ST4-P20 Multi- $ $ $ $ Station Unit Optional Chest Press & Lat Station, Painted Weights and the following options: a. ST4-LP/SQT Leg Press/Squat $ $ $ $ b. ST4-FKR Vert Knee Raise/Dip $ $ $ $ c. ST4-RACK Sit Up Board 2 $ $ $ $ Position Rack d. ST4-SBR Sit Up Board $ $ $ $ - (1) PTS Turbo 1000 Recumbent Cycle $ $ $ $ Group II - (1) LifeCycle (R) Aerobic Trainer $ $ $ $ Model No. 9000 - (2) LifeStep (tm) Aerobic Trainers $ $ $ $ Model No. 1000 TOTAL $ $ $ $ II. MAINTENANCE (Optional) $ The equipment provider is responsible for maintaining exercise equipment at no cost to the City for a period of one year. Subsequently, a maintenance service agreement may be negotiated. Please specify cost and frequency of your maintenance services. BID PROPOSAL SUMMARY FORM CITY OF DUBLIN CIVIC CENTER EXERCISE EQUIPMENT I have received the documents titled City of Dublin Bid Specification - Civic Center Exercise Equipment Instructions to Bidders, and have satisfied myself as to the scope of the work and the conditions required. In submitting this proposal, I agree: 1 . To hold my bid open for 60 calendar days from the date of this proposal. 2 . To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications . '3 . To accept a purchase order on the basis of this proposal. 4 . To proceed with the project in a timely fashion in order to meet the estimated schedule. 5 . To provide with my bid two references, which will include their names, addresses and phone numbers. 6 . To allow the City to add or delete individual items as shown on the Exercise Equipment Bid Specifications. Said prices shall be all inclusive of taxes, delivery, installation and shipping. A. COST PROPOSAL The following breakdown shall represent the total cost for each group. The total costs shown shall be as defined in the Bid Specifications and Instructions to Bidders, including all applicable delivery charges, taxes and fees. If a bidder is not submitting a bid on an exercise equipment group or on a related service, please indicate "NO BID." Group I (Paramount and ST4 and PTS Turbo 1000) : The total cost proposed for all items contained in Group I is: Group II (LifeCycle and LifeStep Aerobic Trainers) : The total cost proposed for all items contained in Group II is: Maintenance: The total cost associated with excess maintenance services per Bid Specifications is: B. Proposed Subcontractors: Please provide the name, address and' phone numbers of any subcontractors. Also clearly identify the service each will provide. Please use the attached form. C. References Please list two references for which you have provided similar work. D. Addendums Included This proposal includes all modifications contained in the following addendums or clarifications: Addendum # Date Issued E. Submitted by Name Firm Name Address Phone ( ) Signature Date PROPOSAL FORM Page 2 of 2 DUBLIN CIVIC CENTER EXERCISE EQUIPMENT BIDDERS LISTING OF SUBCONTRACTORS Please provide the name, address, and telephone number of any subcontractor which will be used. Identify the service or product each will provide. Attach additional sheets as necessary. NAME PHONE # ADDRESS CONTACT PERSON WORK TO BE PERFORMED NAME PHONE # ADDRESS CONTACT PERSON WORK TO BE PERFORMED NAME PHONE # ADDRESS CONTACT PERSON WORK TO BE PERFORMED NAME PHONE # ADDRESS CONTACT PERSON WORK TO BE PERFORMED ATTACHMENT TO PROPOSAL FORM "Sub Contractor Listing"