Fitness Equipment for the Upper Arlington Community Center

Agency: City of Upper Arlington
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 339920 - Sporting and Athletic Goods Manufacturing
  • 423910 - Sporting and Recreational Goods and Supplies Merchant Wholesalers
Posted Date: Apr 11, 2024
Due Date: May 3, 2024
Solicitation No: UA24-45
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number Bid Title Bid Type Bid Issue Date Bid Close Date/Time
UA24-45 Fitness Equipment for the Upper Arlington Community Center Request for Proposal Purchasing 4/11/2024 5/3/2024 12:00:00 AM (ET)

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RFP Number:
Issue Date:
Close Date and Time:
UA24-45
April 11, 2024
May 3, 2024 @ 12:00 PM
This Request for Proposal contains:
Fitness Equipment Specifications
First Floor Fitness Equipment Plan
Mezzanine Fitness Equipment Plan
Third Floor Fitness Equipment Plan
Fifth Floor Fitness Equipment Plan
Proposal Forms
Required Contract Terms
Information to Vendors
Local Business Preference
*Note: Floor plans for levels with no fitness equipment have not been included.
Notes:
• Vendor must quote firm or fixed prices for a period of 60 calendar days, unless otherwise noted in
the specifications.
• The proposed prices or agreed price will remain firm once a purchase order has been issued and
delivered to the Vendor.
• By submitting a proposal for the City’s consideration, Vendor acknowledges and agrees that the
attached terms will be part of any contract with the City.
I. PROJECT OVERVIEW
The Bob Crane Community Center is a new community center currently under construction in the City
of Upper Arlington. The project is located adjacent to the Kingsdale Shopping Center and primarily
accessed off Tremont Road. Overall, the project consists of 6 levels and 165,500 total SF.
The fitness equipment will primarily be located on the first level, however equipment is to be located
throughout the facility on multiple levels. All levels of the building are served by both stairs and
multiple elevators. The facility as a whole had been designed to feature a durable, modern, industrial
design aesthetic. Given this is a high traffic/volume facility it is expected the fitness equipment will all
be new, extremely durable, easy to maintain, and easily cleanable.
MSA Sport is the Architect of Record for the project. This fitness equipment package will be directly
procured by the owner (City of Upper Arlington). MSA is providing design services and bid documents
for the use by the City to procure the desired equipment. The selected provider will be contracted
directly by the City and will coordinate final design and equipment selections, procurement of
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equipment, and delivery/installation of all equipment with the owner and MSA. Elford/Continental
Building Company (ECBC) is the Construction Manager for the project.
The products specified and shown within the attached documents are “Basis of Design” and shall be
used to determine quality an design intent for bidding. Bidders are to clearly note and confirm all
equipment requiring power, data, or has any special access requirements within their bid submission(s).
Power and data shown on bid documents is what currently is being provided.
Alternate fitness equipment (substitutions) that satisfy similar quality and design will be considered. All
alternates (specifications, cut-sheets, manufacturers information) must be submitted to MSA/Owner for
review and approval prior to inclusion within the bid submission. Fitness Equipment providers shall
work with MSA and the Owner for all fabric, finish, and graphic selections. If these selections impact
cost, bidders shall submit to MSA/Owner for approval prior to submitting bid, otherwise MSA/Owner
will assume all options are available when making these selections and have no additional cost impact.
The owner is considering either directly purchasing all the fitness equipment or purchasing the
strength/conditioning equipment and leasing the cardio equipment. For the leasing option, bidders are
to submit costs for a 3-year term . In addition, bidders shall provide a sample lease agreement with
submitted bid.
The project will be available for receiving, assembly and installation of the fitness equipment between
January of 2025 and March of 2025 (First quarter 2025). Bidders should plan on delivering, assembly
and installing equipment as early as January 2025 as this is the expected project turnover from ECBC.
For this RFP, any references to Fitness Equipment Provider, Vendor, and or Distributer shall mean the
entity (i.e. bidder) and is the “Contractor” fully responsible for providing, assembling, and installing all
equipment as specified herein.
The following scope of services shall be undertaken by each fitness equipment provider:
1. Review existing Architectural Documents to become familiar with the existing space.
2. Review the floor construction plan, fitness equipment plans, electrical and data plans as
prepared by MSA Sport and coordination with fitness equipment to be provided.
3. Review the specifications herein, as well as any and all additional documents or appendices.
4. Prepare fitness equipment selection proposal, including any approved alternates, for
MSA/owner review/approval. Proposal shall conform with all requirements listed in the RFP
and listed herein.
5. Coordinate with MSA Sport and the Owner on all fabric and finish selections.
6. Prepare a fitness equipment installation plan and schedule. To be fully coordinated with the
CM and arrange coordinated deliveries of items. Provider/Installer is responsible for all
debris removal from the site.
7. Inspect fitness equipment installation for conformance with RFP documents and space plan.
8. Prepare a punch list for installations.
9. Oversee corrections to installation as requires to secure owner/MSA approval, and punch list
damage to completed spaces.
10. Fitness Equipment must be recorded and completed by installer.
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II. REQUEST FOR PROPOSAL DOCUMENTS
1. The RFP Documents include Overall Fitness Equipment Plans which indicate all fitness
equipment within the scope of this fitness equipment bid. CAD plans will not be provided
during the bid process, but will be provided to the vendor(s) who are awarded the project.
All fitness equipment is tagged with a Plan Code that correlates to the Fitness Equipment
Specification Package. Each Plan Code designates a type of fitness equipment from which
there are several options that may be proposed, these options are indicated in the Fitness
Equipment Specification Package. Each Vendor is to select only one option for each Plan
Code to include on their Proposal Form. When filling out the Proposal Form the Vendor
shall indicate which option they are including by filling out the Type Mark on the form.
Any additional options that a Vendor may be able to provide are to be included as alternates
on the Alternate Proposal Form. Only options listed for each type of equipment are to be
proposed.
2. Vendors shall provide the following for a complete Proposal: Proposal Form and
Alternate Proposal Form. Only alternates that have been approved in writing prior to
the completion of the bidding process may be used on this form.
3. Requirement Documentation as well as any other information regarding their teams or
offerings.
4. Vendors are responsible for complete review of the RFP documents and completion of
requested information. Vendors requiring clarification of the RFP documents should submit
all questions via Ionwave.
5. Fitness Equipment Providers shall provide a tabulation sheet showing each item selected,
quantity, list price, net price, and installed value. Fees indicating the total project cost should be
divided into final documentation and owner approval, procurement, installation, and close out.
All project related fees must be indicated in this summary.
6. Cut sheets are to be provided for each item, including alternates.
7. When submitting an alternative: Identify a product that matches construction, warranty,
function, and general looks of the specified product. Power and data quantities must be met or
exceeded without exception.
8. Fitness Equipment Distributors shall submit warranties and sustainability documentation for
each items specified and/or all substitutions. Substitutions may be rejected if they do not meet
or exceed those specified herein.
9. Vendors are responsible for confirming that all equipment pieces and systems and accessories
(weights, bosu balls, medicine balls) specified are complete and will be fully functional upon
installation. Identify any items which are anticipated or required for a complete installation,
but not shown in RFP and identify all concerns (eg: function, durability) within final Proposal
submission.
10. Vendors are responsible for cross referencing specifications with floor plans to provide
accurate proposals (eg: floor plans represent location of wall mat storage).
III. PREPARATION OF PROPOSALS
1. All proposals must be complete for all items listed by each manufacturer as noted in the
specifications and/or plans. Proposals will be submitted on a unit cost basis and total
Project basis including all associated freight, storage, delivery, installation and any other
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labor, materials, services and equipment necessary to complete the work.
2. All proposals shall be based on specified items indicated in Fitness Equipment Specification
Package. Fitness Equipment may not be substituted for alternates unless approval has been
granted through process described in Section IV “QUESTIONS AND SUBSTITUTIONS”.
3. The bid terms are being requested for the following options:
• Purchase of all equipment
or
• Purchase of strength/conditioning equipment and three-year lease of cardio
equipment
4. Vendors should provide both the purchase price and lease cost for all cardio equipment
using the respective pricing forms included in the RFP. It is the Owner’s intent to
consider both the purchase and lease price of the cardio equipment and select one of the
options based on the best interests of the City considering both cost and operational
benefits.
5. Provided a sample lease agreement
IV. QUESTIONS AND SUBSTITUTIONS
If a Vendor discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the
Vendor should immediately provide the City with written notice of the problem via Ionwave and
request that the RFP be clarified or modified. The City may modify the document prior to the date
fixed for submission of proposals by issuing an addendum to all potential Vendors. All addendum will
be distributed via IonWave portal.
If prior to the date fixed for submissions, a Vendor knows of or should have known of an error in the
RFP but fails to notify City of the error, the Vendor shall propose at its own risk, and if awarded of
the contract, shall not be entitled to additional compensation or time by reason of the error or its later
correction.
Questions regarding the RFP may be submitted via the IonWave portal
at: https://uaohebid.ionwave.net/CurrentSourcingEvents.aspx.
All questions must be submitted no later than 8:00 AM on Wednesday April 23rd, 2024. Questions
and answers regarding the RFP will be shared via addendum on the IonWave Portal no later than April
30th, 2024.
The City may modify the RFP prior to the date fixed for submission by posting an addendum via the
IonWave portal.
All alternates recommended by Distributors must be presented on the Proposal Alternate form
provided within this RFP. Alternates not listed within the document must be submitted for review
and approval through the process outlined above regarding questions. All requests to review
alternates must be submitted no later than 12:00 PM on Friday April 23rd, 2024.
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Submit Proposals online at: https://uaohebid.ionwave.net/CurrentSourcingEvents.aspx
V. EVALUATION PROCESS
An evaluation team will review, in detail, all proposals that are received to determine the lowest and
best Vendor.
Following the initial review and screening of the written Proposals, using the selection criteria
described below the City reserves the right to determine the suitability of proposals on the basis of a
proposal’s meeting administrative requirements, technical requirements, the review team’s assessment
of the quality and performance of equipment and services proposed, the review team’s assessment of
past experiences with Distributorships, and cost.
During the evaluation process, a Vendor’s representative may be required to answer questions with
regard to the proposal and/or request revised pricing offers from such Vendors or have discussions
with those Vendors falling within a competitive range, and make an award and/or conduct
negotiations thereafter.
This Request for Proposal does not commit the City of Upper Arlington to awarding a Contract.
Vendors shall bear all costs incurred in the preparation of the Proposal and participating in the
Proposal evaluation process. The City reserves the right to reject any and all Proposals, to accept the
Proposal it considers most favorable in its sole discretion, and to waive minor irregularities. the City
further reserves the right to seek new Proposals when such procedure is considered by it to be in the
best interest of the City.
VI. PROJECT MANAGEMENT AND PRE-INSTALLATION SERVICES
1. Provide comprehensive, single point of contact, project management to facilitate the
ordering and installation of this fitness equipment package.
2. Furnish design team with material samples for Owner and Architect approval.
3. Attend up to 10 Project Coordination meetings with Project Design team
VII. DESIGN PHASE
1. Prepare detailed fitness equipment installation drawings for review and approval by the
Owner and Architect
2. Prepare specifications on quotation form for review and approval by Owner and Architect
3. Prepare detailed components list for approval by the Owner and Architect
4. Place all fitness equipment orders.
5. Assist design team, as required, with the coordination of electrical point of connection
locations for all fitness equipment.
6. Provider shall submit two sets of memo samples (preferably 6”x 6” or larger, no smaller than
2”x 4”) for all final fabric and finish selections. Submit one set to Owner and one set to
MSA Sport.
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See Also

Sporting Mats with install SRC0000019349 Sporting Mats with install 5/9/2024 8:59:07 AM 5/9/2024

State Government of Ohio

Bid Due: 5/24/2024