3-Year Term Contract for Elevator Maintenance Various Departments

Agency:	City of Kalamazoo
State:	Michigan
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Nov 13, 2023
Due:	Nov 30, 2023
Solicitation No:	Reference number: 91013-014.0
Publication URL:	To access bid details, please log in.

Closing date November 30, 2023, 03:00 PM

Reference number 91013-014.0
Status Open
Summary The Contractor's obligation is to provide complete full maintenance and repair service for all elevators as listed ...

91013-014.0 Bid-Document (PDF, 550KB)

91013-014.0 Distribution List (PDF, 28KB)

Scope of Work

In general, the work will consist of:

The Contractor's obligation is to provide complete full maintenance and repair service for all elevators as listed herein using skilled licensed maintenance mechanics under the Contractor's supervision for the term of three years. The maintenance service to be provided shall be complete and comprehensive maintenance where the elevator servicing company assumes the responsibility to inspect, examine and test the equipment including controls, with the intent to repair or replace any and all materials prior to equipment failure. The repair service shall be on an as needed basis, both for emergency (freeing individuals) and non-emergency calls. The elevator service company shall be solely responsible for providing all materials, tools, equipment and labor to repair or replace any of the mechanical or electrical equipment, including any wiring or physical components as required to maintain the equipment in safe operating conditions at all times. This agreement shall also include the furnishing of all oils, greases and cleaning materials used and necessary to maintain the apparatus and equipment herein described.

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Department of Management Services

Purchasing Division

241 West South Street

Kalamazoo, MI 49007-4796

Phone: 269.337.8020

Fax: 269.337.8500

www.kalamazoocity.org

INVITATION FOR BID (IFB)

The City of Kalamazoo, Michigan is soliciting sealed bids for:

Project Name: 3-Year Term Contract for Elevator Maintenance

Various Departments

IFB ISSUE DATE: November 13, 2023

Bid Reference #: 91013-014.0

BID DUE/OPENING DATE: November 30, 2023 @ 3:00 p.m. Local Time

Facsimile Bids Will Not Be Accepted.

MAILING ADDRESS & INSTRUCTIONS

Mail to:

Purchasing Division

241 W. South Street

Kalamazoo, MI 49007

Questions about this IFB should be directed to:

Department Contact: Quentin Pike, Citywide

Facilities Manager- Public Works Division,

pikeq@kalamazoocity.org

Include on the Envelope the Project Name and Bid Reference Number. All Envelopes Must Be Sealed.

You are invited to submit a bid for this project. Specifications, terms, conditions and instructions for

submitting bids are contained herein. This Invitation for Bid with all pages, documents and attachments

contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly

executed bid shall constitute the contract between the City and the successful bidder when approved and

accepted on behalf of the City by an authorized official or agent of the City. Please review the bid document

as soon as possible and note the DEADLINE FOR QUESTIONS in the Instructions to Bidders.

All bidders shall complete and return the Bid and Award page(s) and submit all information requested

herein in order for a bid to be responsive. The bid document shall be returned in its entirety, in a properly

identified and sealed envelope to the Purchasing Division at the above address. BIDS MUST BE

RECEIVED BEFORE THE DUE DATE - LATE BIDS WILL NOT BE CONSIDERED. The City

reserves the right to postpone the bid opening for its own convenience.

TABLE OF CONTENTS

SECTION

PAGE #

Statement of No Bid

Instructions to Bidders

1-2

II Bid & Award Pages

3 - 10

III General and Detailed Specifications

11-18

IV Indemnity and Insurance

19-20

V Terms & Conditions

21-25

APPENDICES

Appendix A

City of Kalamazoo – Invitation for Bids

Bid Reference #: 91013-014.0

3-Year Term Contract for Elevator Maintenance – Various Departments

STATEMENT OF NO BID

NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this

form immediately. Your response will assist us in evaluating all responses for this important project and

to improve our bid solicitation process.

The Purchasing Division of the City of Kalamazoo wishes to keep its bidders list file up-to-date. If, for any

reason you cannot supply the commodity/service noted in this bid solicitation, this form must be completed

and returned to remain on the particular bid list for future projects of this type.

If you do not respond to this inquiry within the time set for the bid opening date and time noted, we

will assume that you can no longer supply this commodity/service, and your name will be removed

from this bid list.

_____

Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain

below).

_____

Specifications are unclear (explain below).

_____

We are unable to meet specifications.

_____

Insufficient time to respond to the Invitation for Bid.

_____

Our schedule would not permit us to perform.

_____

We are unable to meet bond requirements.

_____

We are unable to meet insurance requirements.

_____

We do not offer this product or service.

_____

Remove us from your bidders list for this commodity or service.

_____

Other (specify below).

REMARKS: _________________________________________________________________________

_____________________________________________________________________________________

SIGNED: ______________________________ NAME: ___________________________________

(Type or Print)

TITLE: _______________________________ DATE: ___________________________________

FIRM NAME: ________________________________________________________________________

(if any)

ADDRESS: __________________________________________________________________________

(Street address)

(City)

(State)

(Zip)

PHONE: ______________________________ FAX: _____________________________________

EMAIL: ______________________________________________________________________________

CITY OF KALAMAZOO – INVITATION FOR BIDS

Page 1

3-Year Term Contract for Elevator Maintenance–Various Departments Bid Reference No: 91013-014.0

SECTION I

INSTRUCTIONS TO BIDDERS

1. EXAMINATION OF BID DOCUMENT-Before submitting a bid, bidders shall carefully examine

the specifications and shall fully inform themselves as to all existing conditions and limitations. The

bidder shall indicate in the bid the sum to cover the cost of all items included on the bid form.

2. PREPARATION OF BID-The bid shall be legibly prepared in ink or typed. If a unit price or

extension already entered by the bidder on the Bid and Award form is to be altered, it shall be

crossed out and the new unit price or extension entered above or below and initialed by the bidder

with ink. The bid shall be legally signed and the complete address of the bidder given thereon.

All bids shall be tightly sealed in an envelope plainly marked SEALED BID and identified by

project name, bid opening date and time. Bids opened by mistake, due to improper identification,

will be so documented and resealed. The Purchasing Division will maintain and guarantee

confidentiality of the contents until the specified opening date and time. Bids submitted

electronically will not be accepted.

3. EXPLANATION TO BIDDERS-Any binding explanation desired by a bidder regarding the

meaning or interpretation of the Invitation for Bids (IFB) and attachments must be requested in

writing, at least 5 business days before the bid opening so a reply may reach all prospective

bidders prior to the submission of bids. Any information given to a prospective bidder concerning

the IFB will be furnished to all prospective bidders as an amendment or addendum to the IFB if

such information would be prejudicial to uninformed bidders. Receipt of amendments or addenda

by a bidder must be acknowledged in the bid by attachment, or by letter or fax received before the

time set for opening of bids. Oral explanation or instructions given prior to the opening will not be

binding.

4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be

considered in evaluating bids for award. Offered discounts of less than thirty (30) days will be taken

if payment is made within the discount period, even though not considered in evaluation of the bid.

5. WITHDRAWAL OF BIDS-Bids may be withdrawn in person by a bidder or authorized

representative, provided their identity is made known and a receipt is signed for the bid, but only if

the withdrawal is made prior to the exact time set for receipt of bid. No bid may be withdrawn for

at least ninety (90) days after bid opening.

6. ALTERNATE BIDS-bidders are cautioned that any alternate bid, unless specifically requested or

any changes, insertions or omissions to the terms and conditions, specifications or any other

requirement of this IFB may be considered non-responsive, and at the option of the City, result in

rejection of the alternate bid.

7. LATE BIDS-Any bid received at the office designated herein after the exact time specified for

receipt will not be considered. (Note: The City reserves the right to consider bids that have been

determined by the City to be received late due to mishandling by the City after receipt of the bid and

no award has been made.)

8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall

prevail.

9. BID SUBMITTAL- Bidders can submit sealed bids in one of the following ways:

9.1. Mail your bid, to be received before the bid due date and time indicated in the bid

document, to the City of Kalamazoo at the following address:

CITY OF KALAMAZOO – INVITATION FOR BIDS

Page 2

3-Year Term Contract for Elevator Maintenance–Various Departments Bid Reference No: 91013-014.0

City of Kalamazoo

Purchasing Division

241 West South Street

Kalamazoo, MI 49007

9.2. Deliver your bid to City Hall In-Person before the bid due date and time indicated in the

bid document.

9.3. Deliver your bid to the Treasurer’s Office Payment Drop Box located in the northwest

corner of City Hall (see photos below) before the bid due date and time indicated in the bid

document.

1. Open drop box located at City Hall.

2. Insert SEALED BID here.

10. BID TABULATIONS- The Purchasing Division makes an effort to post bid tabulations to the

City of Kalamazoo website within 24 hours after the bid opening date and time at:

https://www.kalamazoocity.org/bidopportunities. However, in certain cases the posting of the bid

tabulation may extend beyond the 24-hour window.

CITY OF KALAMAZOO – INVITATION FOR BIDS

Page 3

3-Year Term Contract for Elevator Maintenance–Various Departments Bid Reference No: 91013-014.0

SECTION II

BID AND AWARD

The undersigned having become thoroughly familiar with and understanding all of the bid/contract

documents incorporated herein, agrees to provide labor and material for elevator maintenance and repairs

during the period of January 1, 2024 through December 31, 2026 for the following prices:

YEAR ONE (January 1, 2024 to December 31, 2024)

FACILITY

TOTAL COST

TIMES 4

PER QUARTER QUARTERS

ANNUAL

COSTS

1. City Hall

(1 passenger, one lift)

$__________

2. Water Reclamation - Administration (Harrison)

(1 passenger, 1 dumbwaiter)

$__________

3. Water Reclamation - Maintenance Building

(1 passenger)

$__________

4. Water - Administration (Stockbridge)

(1 passenger)

$__________

5. Crosstown Center

(3 passengers, 2 freight)

$__________

YEAR ONE TOTAL

$__________

6. Regular Service Rate Per Hour

7. Overtime Service Rate Per Hour

$__________

YEAR TWO (January 1, 2025 to December 31, 2025)

FACILITY

TOTAL COST

TIMES 4

PER QUARTER QUARTERS

ANNUAL

COSTS

1. City Hall

(1 passenger, one lift)

$__________

2. Water Reclamation - Administration (Harrison)

(1 passenger, 1 dumbwaiter)

$__________

3. Water Reclamation - Maintenance Building

(1 passenger)

$__________

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3-Year Term Contract for Elevator Maintenance Various Departments

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