Quarterly Preventative Maintenance of Gym Equipment at Ten (10) City Locations

Agency: City of Ventura
State: California
Type of Government: State & Local
NAICS Category:
  • 811219 - Other Electronic and Precision Equipment Repair and Maintenance
  • 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date: Sep 10, 2019
Due Date: Sep 26, 2019
Solicitation No: B-130000528A
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: B-130000528A
Bid Title: Quarterly Preventative Maintenance of Gym Equipment at Ten (10) City Locations
Category: Miscellaneous
Status: Open

Description:

Notice is hereby given that sealed bids will be received at the Purchasing and Contracts Division for providing Quarterly Preventative Maintenance of Gym Equipment at Ten (10) City Locations.

All questions and comments shall be submitted in writing, via email to Nicole Supan, Senior Buyer at nsupan@cityofventura.ca.gov For security reasons, you must enable JavaScript to view this E-mail address. , no later than Tuesday September 17, 2019, at 2:00 PM. Any response will be in the form of an Addendum.

Closing Time and Date

One (1) Original and one (2) copies of your b id shall be submitted in a sealed envelope clearly marked “ITB No. B-130000528A” prior to:

Thursday September 26, 2019 at 4:00 PM

Sealed bids shall be delivered by courier, express mail, or in person to:

Purchasing and Contracts Division

City of San Buenaventura

501 Poli Street, Room 102

Ventura, CA 93001


Publication Date/Time:
9/9/2019 12:00 AM
Closing Date/Time:
9/26/2019 4:00 PM
Contact Person:
Nicole Supan, Senior Buyer
email: nsupan@cityofventura.ca.gov
Business Hours:
08:00 AM - 05:00 PM
Related Documents:

Attachment Preview

City of San Buenaventura
Invitation to Bid (ITB) No. B-130000528A
September 9, 2019
Notice is hereby given that sealed bids will be received at the Purchasing and Contracts Division
for providing Quarterly Preventative Maintenance of Gym Equipment at Ten (10) City
Locations.
All questions and comments shall be submitted in writing, via email to Nicole Supan, Senior Buyer
at nsupan@cityofventura.ca.gov, no later than Tuesday September 17, 2019, at 2:00 PM. Any
response will be in the form of an Addendum.
Closing Time and Date
One (1) Original and one (2) copies of your bid shall be submitted in a sealed envelope clearly
marked “ITB No. B-130000528A” prior to:
Thursday September 26, 2019 at 4:00 PM
Sealed bids shall be delivered by courier, express mail, or in person to:
Purchasing and Contracts Division
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001
One original marked “ORIGINAL” and bearing original signatures and two (2) identical copies must be
submitted, on or before, the submittal deadline date. If discrepancies are found between the original and
the copies, the original will provide the basis for resolving such discrepancies. If no document can be
identified as the original, Proposer’s proposal may be rejected at the discretion of the City. No oral,
telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered.
Bids received after the scheduled submittal deadline will be returned unopened. Bids postmarked prior to
submittal deadline, but received after the deadline, will be returned unopened.
Bids will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service
provider is recommended.
Any communication with City staff, except for the Purchasing and Contracts Division, regarding this ITB is
prohibited. Disregard of this provision could result in rejection of the proposal.
Copies of the bid package and subsequent addenda may be obtained at www.cityofventura.ca.gov/bids.
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INSTRUCTION TO BIDDERS
1. SCOPE:
Bids are hereby requested for Quarterly Preventative Maintenance of Gym
Equipment at Ten (10) City Locations as per the attached Scope of Work.
2. ITEMS TO BE RETURNED:
Proposer must complete the following forms in their entirety for consideration of
their bid. Incomplete bids will not be accepted. The following must be returned
with your proposal.
A. Quotation Sheet
B. Bid Authorization Sheet
C. Bidders Statement of Past Contract Disqualifications
D. References
E. Small Local Vendor Preference (if applicable)
The following is required upon successful award of bid:
A. Insurance meeting the requirements outlined in Exhibit “C” Insurance
Certificates for General Services Agreements
B. W-9 Form
C. A Valid City of Ventura Business License
3. TERM OF AGREEMENT:
The term of this Agreement shall be one (3) three years, commencing on November 1,
2019, or the date both parties execute this Agreement (the “Effective Date”), and ending
June 30, 2022. Option to Extend for Good Performance: The City, with the consent of
the Contractor, shall have the option for two (2) consecutive (1) one-year extensions, in
accordance with the scope of work and general terms and conditions of the General
Services Agreement. Any price increases or decreases shall be negotiated at time of
contract extension.
The City shall be the sole judge of the successful bidder hereunder. The City
reserves the right to reject any or all bids.
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SCOPE OF SERVICES
Contractor is to provide thorough preventive maintenance services and repairs to City
Fitness Equipment.
Fitness Equipment Preventative Maintenance:
Preventative maintenance is to be performed four (4) times per fiscal year (July 1 –
June 30), on a quarterly basis. Preventive maintenance includes inspecting, calibrating,
vacuuming, cleaning, adjusting and lubricating all fitness equipment components per
fitness equipment industry standards, to ensure all functions are operating correctly
and safely.
Fitness Equipment Repairs:
All estimates for repair work must be pre-approved by Risk Management.
During the quarterly inspections, the contractor may identify items in need of repair. In
those instances, Contractor will notify the City immediately in writing (e-mail is
sufficient) and provide an estimate for repairs.
When equipment unexpectedly breaks down, the City will contact the Contractor and
request an inspection and estimate. Contractor will inspect the equipment within 5
business days at the call-out rate specified below. There will be no call-out fee charged
if the equipment was inspected within the last 30 days.
During the inspection, the Contractor will notify the City as to whether the repairs can
be made at that time or if parts will need to be ordered. Prior to providing the estimate,
Contractor will contact equipment manufacturer to confirm whether any repairs are
covered under warranty and will coordinate accordingly. Contractor will provide an
estimate for repairs. If it is possible for the Contractor to make the repairs at the time of
the inspection, Contractor will only charge the City for parts (with mark-up) plus the
labor for the time that exceeds one (1) hour. Contractor guarantees repair work for at
least six months.
Fitness Equipment Replacement:
Contractor will evaluate and notify City of any recommendations to retire or dispose of
equipment that is no longer of benefit to the City or when it is not cost-effective to
repair. Contractor may be consulted to provide recommendations on fitness equipment
vendors for replacement of retired equipment. All equipment replacements must be
pre-approved by Risk Management. When equipment is replaced, Contractor may be
consulted to dispose of retired equipment.
All Contractor invoices must be received by June 30th of each year to ensure payment.
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This program includes (but is not expressly limited to) the following equipment:
1. City Hall: B. Kam Fitness Center, 505 Poli Street, Ventura, CA 93002
EQUIPMENT PROFILE:
Life Fitness Treadmill, s/n CLL111602
Stairmaster Treadmill, s/n 160005DAY15220009
Stairmaster Recumbent bike, s/n 160008DAY14520023
Stairmaster Upright bike, s/n 160007DAY14520022
Octane Elliptical, s/n F15026607934-03
Tuff Stuff Captain’s Chair, s/n RCD-347-123019
Paramount Leg Extension/Leg Curl, s/n FS501507007
Paramount Adjustable Functional Trainer, s/n FT.301505003
Paramount Lat Pull/Seated Row, s/n FS531505025
Paramount Adjustable Bench, s/n XFW751504020
Paramount Adjustable Bench, s/n XFW751504027
Dumbbell Rack 5 – 50 lbs
2. City of Ventura, Fire Station 1: 717 N. Ventura Ave, Ventura, CA 93001
EQUIPMENT PROFILE:
Freemotion Treadmill Incline Trainer, s/n AA240290010
Vision Fitness Elliptical, s/n EP1710712BV00233
Pulse Cycle Spin Bike, s/n 225E-6134
Concept 2 Rower, s/n 081310G-IE4-410025472
Hoist Functional Trainer, s/n 10-03-B-004461
Hoist Adjustable Bench (no serial number)
Dumbbell Set and Rack
3. City of Ventura, Fire Station 2: 41 S. Seaward Ave, Ventura, CA 93001
EQUIPMENT PROFILE:
Freemotion Treadmill Incline Trainer, s/n AA240290006
Pulse Cycle Spin Bike, s/n 225E-7164
Concept 2 Rower, s/n 081310G-IE4-410026272
Hoist Functional Trainer, s/n 10-03-B-004463
Precor EFX, s/n CRA0200021
Hoist Adjustable Bench (no serial number)
Battalion Chief Quarters:
Freemotion Incline Trainer – Model FMTK74817
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4. City of Ventura, Fire Station 3: 5838 Telegraph Road, Ventura, CA 93003
EQUIPMENT PROFILE:
Freemotion Treadmill Incline Trainer, s/n AA2402900007
Precor EFX Elliptical, s/n AYHCL29090025
Pulse Cycle Spin Bike, s/n 225E-7160
Concept 2 Rower, s/n 081106-IE4-410026601
Hoist Functional Trainer, s/n 10-03-B-004462
Hoist Adjustable Bench, s/n 10-05-C-002953
Dumbbell Rack 20-50 lbs.
5. City of Ventura, Fire Station 4: 8303 Telephone Road, Ventura, CA 93003
EQUIPMENT PROFILE:
Freemotion Treadmill Incline Trainer, s/n DDG20290200
Vision Fitness Elliptical, s/n EP171D06110384
Freemotions11.9 Carbon Drive Indoor Cycle (Model #FMEX91412) with
Freemotion Power Console (Model #FMPW17)
Concept 2 Rower, s/n 081106-IE4-410025482
Hoist Functional Trainer, s/n 10-03-B-004484
Hoist Adjustable Bench, s/n 10-05-C-002706
Dumbbell Rack 15-70 lbs.
6. City of Ventura, Fire Station 5: 4225 E. Main Street, Ventura, CA 93003
EQUIPMENT PROFILE:
Freemotion Treadmill Incline Trainer, s/n AA240290008
Freemotion Treadmill Incline Trainer, s/n AA530297177
Vision Fitness Elliptical, s/n EP171D06110385
Freemotion Carbon 511.1 Spin Bike, s/n 4BV305825
Freemotion Carbon 511.1 Spin Bike, s/n BV805426
Concept 2 Rower, s/n 081310G-IE4-410026531
Hoist Functional Trainer, s/n 10-03-B-004483
Hoist Adjustable Bench, s/n 10-05-C-002697
Body Smith Lat Pulldown (no serial number)
Dumbbell Rack 10-70 lbs.
7. City of Ventura, Fire Station 6: 10797 Darling Road, Ventura, CA 93004
EQUIPMENT PROFILE:
Freemotion Treadmill Fitness Incline Trainer, s/n AA240290009
Precor EFX Elliptical, s/n AYHCL29090023
Pulse Cycle, s/n 225E-6159
Schwinn Spinner Pro, s/n 0610T17504
Concept 2 Rower, s/n 081310G-IE4-410025729
Hoist Functional Trainer, s/n 10-03-B-004538
Hoist Adjustable Bench, s/n 10-05-C-002970
Flat Bench Press Bench, s/n 807101-96250-075
Dumbbell Rack 8-70 lbs.
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