Compressor Maintenance Services

RFQ No. 286-26
Compressor Maintenance Services
REQUEST FOR QUOTATION (RFQ)
RFQ No. 286-26
Compressor Maintenance Services
SCHEDULE OF EVENTS
* RFQ Issued 09/30/26
* Deadline to Submit Additional Questions 10/09/26 5:00 PM Local Time
* Response to Written Questions 10/13/26 5:00 PM Local Time
* RFQ Due Date 10/19/26 5:00 PM Local Time
GENERAL INFORMATION:
The City of Thornton (Thornton) is requesting Quotations for Procurement of Compressor
Maintenance Services for the City of Thornton's facilities.
BUYER CONTACT INFORMATION:
The Purchasing Analyst's ("PA's") contact information from the City's Purchasing Office for this
solicitation is as follows:
PA's Name: Denise Serna
PA's Title: Purchasing Analyst
PA's Email: Denise.serna@Thorntonco.gov
Note: Communications with anyone other than the Purchasing Division during the course of the
solicitation may result in rejection of your Quotation. All questions, comments, and submissions
regarding this Request for Quotation (RFQ) shall be addressed to the Buyer, not to the end user.
CURRENT STATE:
Thornton currently has annual compressor maintenance services in place maintaining our
facility equipment. We continually upgrade units as necessary to keep the compressors
operational.
The units are currently at about eleven (11) of our facilities that are maintained by our current
provider. Not all Thornton facilities are listed or have large compressors at their locations.
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RFQ No. 286-26
Compressor Maintenance Services
SCOPE OF WORK:
* Thornton requires on-call, as needed, Compressor Equipment Services related to annual
maintenance, trouble shooting, repair, integration, and furnish and install services for Thornton's
compressed air systems. The Service Provider shall provide materials, supplies, equipment,
tools, and labor for various Services as described in both this general Scope of Services and in
an individual task assignment indicated in a Purchase Order and/or Agreement. Service
Provider shall not commence performance of any Work until a Purchase Order for the specific
equipment and/or service has been approved by Thornton.
* Thornton may elect, at its sole option, to furnish some or all, of the parts and or materials for a
specific service or element of Work related to the compressed air systems. Nothing contained
herein will guarantee any minimum compensation or minimum amount of Work for the Service
Provider.
* Thornton and the Service Provider shall review all Purchase Order Scope of Services to assure
all parties that the Scope and role of each party is thoroughly defined. The Scope shall address
the physical features of the Work, removal, and disposal of existing systems, the timeframe for
completion of the service, any technical specifications, and budget constraints, if any. As a
minimum, the Scope of Work shall include a written description of the service to be done, but
preferably, the Scope shall also include sketches or engineering drawings when possible.
* The Work assigned to the Service Provider by Thornton may include, but shall not be limited to,
the following:
Annual Maintenance and Services
* Measure and record all temperatures and pressures;
* Service the electric motor(s) according to manufactures instructions;
* Check motor overload and time delay settings;
* Check connection of the electrical cables at the motor terminals;
* Check condensate drain valve(s) for proper operation;
* Check for air and oil leaks;
* Check functioning of indicator lamps and gauges;
* Check functioning of LED's and gauges;
* Inspect safety valve(s);
* Check operation of regulating system;
* Inspect drive coupling element;
* Inspect belts;
* Inspect cooling fan(s);
* Inspect and clean if required, the outside of the cooler block(s);
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RFQ No. 286-26
Compressor Maintenance Services
* Check functioning of the unloading valve;
* Check for water leaks;
* Clean exterior of air compressor;
* Inspect foam insulation;
* Measure and record voltage and amperage;
* Inspect motor starter contacts;
* Inspect anti-vibration pads;
* Test run compressor to verify proper operation;
* Replace air filter element(s);
* Replace oil filter(s);
* Replace compressor oil;
* Inspect for proper oil level; and
* Report worn air compressor parts and if replacement is recommended.
Troubleshooting and Repair Services
* Provide troubleshooting and repair on an on-call, as-needed basis.
* Restore compressed air systems to operable condition as quickly as possible.
* Make a return phone call to Thornton's personnel as soon as possible, but no later than, within
one (1) hour of Thornton initiating a call for service.
* Respond to routine maintenance, troubleshooting, and repair requests within two (2) business
days of receiving Thornton's call for service. Routine maintenance, troubleshooting, and repairs
may be performed during regular hours. Schedule routine maintenance, troubleshooting, and
repairs with Thornton staff to avoid conflicts with other Thornton functions that are scheduled in
the space and to minimize disruptions in service to Thornton's personnel.
* Arrive on site to commence urgent maintenance, trouble shooting, and repair services within
three (3) hours of receiving Thornton's urgent call for service. Urgent maintenance,
troubleshooting, or repairs may be required during regular hours, evening hours, nights,
weekends, or holiday hours.
Furnish and Install Services (This is optional, not guaranteed work)
* Furnish and install compressed air components or system.
* Coordinate installation with Service Provider's subcontractors and with Thornton's other
contractors to provide a system that is completely in place and fully functional.
* Integrate new components as described above when necessary.
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RFQ No. 286-26
Compressor Maintenance Services
* Perform testing and adjustment of the components and systems.
* Provide three (3) copies of warranty information on equipment supplied.
* Provide training for Thornton personnel on component and system operation.
* Obtain building permits when necessary.
* Cooperate with other contractors that Thornton may have working on the site.
Service and Warranty
* Service Provider shall provide a minimum of one (1) year warranty on equipment, parts, and
labor on any equipment or systems supplied or on any Work performed by Service Provider,
including labor.
* The Service Provider will own all new product and equipment that has been furnished and
installed until Initial Acceptance has been granted by Thornton. Initial Acceptance is defined
as the date that all Punch List items have been corrected to Thornton's satisfaction. Service
Provider will be fully responsible to maintain all such equipment at Service Provider's expense
until Thornton has issued Initial Acceptance of the Work for a given task order. Upon Initial
Acceptance, the one (1) year Warranty Period will begin and Thornton will assume ownership
and responsibility for the operation and routine maintenance of the equipment.
* The Service Provider retains responsibility for Warranty repairs until Final Acceptance of the
installation has been granted by Thornton. Final Acceptance will be granted at the end of
the Warranty Period provided no outstanding warranty issues are pending. Commencing
with Initial Acceptance, Thornton may perform routine maintenance themselves or may
require the Service Provider to perform the routine maintenance, in which case the Service
Provider will be compensated as provided for herein.
* The Service Provider shall obtain and keep in force the necessary insurance to cover all theft,
loss, or damage to the installed equipment and system components until Initial Acceptance is
granted. The insurance shall provide completed operations coverage for a period of three (3)
years following Initial Acceptance. The insurance coverage on the equipment and systems
will include the cost of purchase, freight, delivery, installation, labor, and any other costs
associated with obtaining and installing the equipment.
* All equipment and systems to be furnished by Service Provider will be newly manufactured
unless refurbished equipment has been approved in advance by Thornton.
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RFQ No. 286-26
Compressor Maintenance Services
* After Hours - The Service Provider shall provide an after-hours urgent response capability
during evenings, nights, weekends, and holidays by providing Thornton with a pager, cell
phone, or answering service phone number to enable Thornton to call for urgent after-hours
service. During an emergency, if Service Provider's personnel are unable to report to Thornton's
facility due to weather or other condition, Thornton may, though Thornton shall not be required
to, offer to transport Service Provider's personnel to Thornton's facility when compressor service
is required during the emergency.
* Thornton may request that Service Provider provide other services not herein defined, in which
case the Scope of Work and compensation for such services shall be mutually agreed upon by
the Parties prior to commencement of the services and shall be incorporated herein by an
amendment executed by the Parties.
EXPECTED QUANTITIES:
The quantities listed within this RFQ are to the best of Thornton's knowledge, and do not obligate
the Buyer to procure additional items.
F.O.B. POINT:
FOB destination for repairs and parts at various facility locations with the City of Thornton as
directed by Thornton's Building Maintenance Manager or Leads.
AWARD LENGTH:
The award from this solicitation may be done on a group basis, with each pump manufacturer
as its own group. Thornton may make a final award based on the financial and operational
interests that best meet Thornton's needs.
The initial award term from this solicitation will start from the date of final award through
December 31, 2027. After the initial term expires, there will be an opportunity for a mutually
agreed upon annual renewal of up to five (5) years through December 31, 2031.
No further extensions or renewals shall pass this date for service from the awarded Vendor,
unless otherwise previously authorized in writing by the Thornton Purchasing Division.
AWARD DOCUMENTATION:
Upon Notice of Award, the Thornton Purchasing Division shall issue a Vendor Commitment
Statement ("VCS") to the awarded Vendor(s) that memorializes the Scope of Work from this
solicitation, along with the Vendor's awarded pricing. This VCS will be sent to the awarded
Vendor for signature to finalize the award.
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RFQ No. 286-26
Compressor Maintenance Services
PRICING AND INSTRUCTIONS:
All prices shall be firm and fixed until an award has been made by Thornton. If extended unit
pricing does not match total bid price, then unit pricing shall govern final evaluation amount. No
changes to price shall be acceptable without first written authorization by the Procurement
Division.
All Vendor proposed pricing shall be submitted as completed on the Pricing Form listed below
that has been provided by Thornton. Proposing Vendors may include a copy of their pricing on
a Vendor quote as additional explanation of pricing only. Any Vendor terms and conditions,
hyperlinks, or "click-through" agreements, etc. stated on a Vendor quote shall not be
enforceable, unless first approved in writing by Thornton's Purchasing Division.
A proposing Vendor who has been awarded an agreement through a competitive solicitation
process that has resulted in the Vendor being a part of cooperative purchasing award, may
submit pricing that is in line and references the Vendor's cooperative purchasing award,
however, such reference shall be in name and pricing submittal only. For avoidance of doubt,
any pricing submitted by a Vendor shall not exceed the ceiling pricing awarded to the Vendor,
nor shall Thornton be bound the terms and conditions of such cooperative purchasing agreement
that is held by the Vendor unless otherwise authorized in writing by Thornton's Purchasing
Division.
The Pricing Form has been provided under separate cover as a Microsoft Excel spreadsheet
and is titled "Compressor Maintenance Services RFQ Appendix No. 2 Pricing Form".
Proposing Vendors must complete the Pricing Form as part of their proposal submission.
Submission of only a Vendor quote without signing and submitting this RFQ may be found
unacceptable by Thornton.
ANNUAL PRICING UPDATES:
Upon each annual renewal of term, the Vendor may request a price adjustment for the following
year. Price adjustment requests are to be made by the Vendor in writing (e.g., email) to the
Thornton Purchasing Division, no later than sixty (60) Calendar Days prior to the renewal date
or year in which the adjustment may take effect. Should the Vendor fail to submit a request for
a price adjustment to Thornton's Purchasing Division, then the current pricing shall remain in
effect for the following renewal period.
All price adjustments shall be based upon the Denver-Aurora-Lakewood consumer price index
(CPI) and are subject to review and approval by Thornton's Purchasing Division.
A link to this index at the time of this RFQ has been provided below.
https://data.bls.gov/pdq/SurveyOutputServlet?data_tool=dropmap&series_id=CUURS48
BSA0,CUUSS48BSA0
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RFQ No. 286-26
Compressor Maintenance Services
COOPERATIVE PURCHASING:
Thornton encourages the proper use of cooperative purchasing and reserves the right to make
results of this solicitation available to other governmental agencies seeking like equipment,
goods, or services. Other agencies using this solicitation must do so according to regulations
established by their individual organizations and accept sole responsibility for its use. The terms
and conditions of any resulting transaction shall be exclusively between the buyer and the seller.
Buyers and sellers using this solicitation in a cooperative or "piggy-back" fashion, agree to
defend and hold harmless Thornton from any dispute or action arising from its use.
INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments to
Vendors whom have submitted invoices. Thornton only issues payments from invoices and will
not issue payments to Vendors off of quotes.
The Vendor should be capable of providing invoices that include the following details:
* Invoice number;
* Invoice date;
* Itemized charges, including unit of measurement;
* Total charge;
* Service date(s) or service period;
* Blanket PO number (will be provided annually to awarded Vendor); and
* Service location (Building name and address).
Vendor shall also provide monthly statement billing (as required).
Thornton's standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.
All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email, physical
copies may be submitted to City of Thornton - Accounts Payable, 9500 Civic Center Drive,
Thornton, CO 80229-4326. Invoices sent to anyone other than Accounts Payable are not
considered to be properly submitted and will not be paid until they are properly submitted.
TECHNOLOGY ACCESSIBILITY COMPLIANCE - COLORADO ANTI-DISCRIMINATION ACT
("CADA"):
As of 2021, House Bill 21-1110 and related regulations (8 CCR 1501-11) promulgated by the
State of Colorado's Office of Information Technology ("OIT") require all local government
technology and electronic documents (i.e., Reports generated in Adobe PDF, Word, etc.) to meet
or exceed the applicable Website Content Accessibility Guidelines ("WCAG") standards,
regardless of if the product/information is external facing or used solely by Thornton employees
on an internal basis.
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All reports generated and submitted by the awarded Vendor to Thornton shall adhere to the
State of Colorado's Anti-Discrimination Act ("CADA"), including all digital accessibility
requirements. All reports, diagrams, drawings, etc., provided by the Vendor to Thornton shall be
in an electronic format that is usable to Thornton (e.g., Adobe PDF, Microsoft Office, etc.) either
through email or download, which shall become the property of Thornton.
Proposing Vendors are to note that Thornton does not govern or have oversight over these
requirements. For more information on the CADA and WCAG guidelines, please follow this
hyperlink to the State's OIT website: https://oit.colorado.gov/hb21-1110-faq
VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor performance management program as part this solicitation
and resulting Vendor Commitment Statement (VCS). The purpose of this program is to create
a method for documenting and advising Thornton of exceptional performance or any problems
related to the purchased goods and services.
STANDARD PROPOSAL CONSIDERATIONS:
Thornton maintains a standard set of RFQ Considerations and terms and conditions for RFQs that
are non-federally funded and are not through a cooperative awarded process. These
considerations are static between each RFQ process. It is the sole responsibility of the proposing
Vendor to have read all RFQ considerations. A copy of these standard RFQ considerations has
been uploaded with this RFQ document as a separate cover.
VENDOR QUESTIONS:
Vendor Questions will be collected by the Buyer and answered via an addendum that shall be
sent to all participating Vendors according to the Schedule of Events listed above.
PROPOSAL SUBMISSION:
Quotations are to be submitted no later than the time and date listed within the Schedule of
Events listed above. Quotations shall be submitted either via BidNet(R) direct email to the Buyer,
or through physical submission to the address listed above on the first page.
BASIS OF AWARD:
Award shall be made to the responsive, responsible, Bidder meeting the specifications and having
the lowest possible cost consistent with the quality and service needed for effective use. The
following is a list of the criteria that may be used in determining the Award:
1) Responsiveness to the terms and conditions of the RFQ;
2) Responsibility of the Bidder;
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RFQ No. 286-26
Compressor Maintenance Services
3) Adherence to specifications and/or Scope of Work and/or Services;
4) Delivery and/or completion time;
5) Guarantees and warranties;
6) Prices quoted;
7) Local vendor consideration and/or
8) Overall cost effectiveness and greatest benefit as deemed in the best interest of Thornton.
Thornton-based businesses may be granted consideration in evaluation of price quotes if they
meet the following criteria:
A. The business maintains an office, manufacturing, training, retail, or repair facility within
Thornton city limits;
B. The business has a current Thornton business license;
C. The business is current on all Thornton obligations; and
D. The Bidder requests the consideration on the Bid Proposal Form and supplies the necessary
documentation.
All nonmonetary bid criteria being equal, Thornton business' price quotes will be discounted for
the purpose of evaluating the quotes when compared to non-Thornton-based businesses by the
lesser of five percent (5%) of the price quote or ten thousand dollars ($10,000).
The remainder of this page has been left blank intentionally.
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RFQ No. 286-26
Compressor Maintenance Services
PRICING FORM
See Appendix 2 Pricing Form
The Pricing Form has been provided under separate cover as a Microsoft Excel spreadsheet
and is titled "Compressor Maintenance Services RFQ Appendix No. 2 Pricing Form".
The remainder of this page has been left blank intentionally.
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