Fitness Equipment Purchase & Installation

Agency: El Dorado County
State: California
Type of Government: State & Local
  • 78 - Recreational and Athletic Equipment
Posted: Aug 21, 2019
Due: Sep 18, 2019
Solicitation No: 20-805-007
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Dates Number/Description Forms & Addenda etc

Due Date: 9/18/2019
New Date:
Issued: 8/20/2019

Contact: Joe Jorgensen

Fitness Equipment Purchase & Installation

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Procurement & Contracts
ATTN: Purchasing Agent
330 Fair Lane
Placerville, CA 95667
DUE: 3:00 P.M. – September 18, 2019
Sealed Bids must be clearly marked on the outside
of the package with:
“BID #20-805-007 – DO NOT OPEN”
Fitness Equipment Purchase & Installation
1) General: The El Dorado County Procurement & Contracts Division is requesting bids for
commercial grade fitness equipment. The equipment bid must be heavy-duty, high volume use, and
commercial grade. The fitness equipment will be purchased on a “one-time” basis for the new
Public Safety Facility. Bidders must quote based on the project specifications listed on Page six (6)
for each given category. Bidders MUST bid on all three (3) categories. The desired brands are listed
in the project specifications as well as the quotation schedule and are or equivalent. Bidders
quoting “or equivalent” brands must use the Alternate Quotation Schedule Page fourteen (14)
thru Page sixteen (16) indicating the bid prices for each item. Bidders are required to provide
Brand names, and Model numbers of the alternate brands, where indicated on the Alternate
Quotation Schedule pages, along with product catalog / tear sheets showing the complete
product specifications.
Category I – Fitness Equipment
Category II – Receive, Deliver & Installation of New Fitness Equipment
Category III – Remove Existing Fitness Equipment, Deliver & Installation
Exhibit “A” - Standard Terms and Conditions
Exhibit “B” - Sample Agreement for Services (Page 23 thru 37)
Exhibit “C” - Floor Layouts by Area
Prior to preparing your bid submittal, please note the General Terms and Conditions, Instructions to Bidders, Item #3 which states:
Erasures, overwrites and the use of correction fluid or tape are NOT acceptable.
Firm Name
Signature of Authorized Agent
Mailing Address
Print Name & Title of Authorized Agent
E-Mail Address
Copies of bids available at
Procurement & Contracts
Page 2
INVITATION TO BID & BID: #20-805-007
Bid Preparation / Submittal Checklist
All required bidder information on page one (1) of the Invitation to Bid is
completed and has the original signature of an authorized agent.
Note that erasures, overwrites and the use of correction tape or fluid are NOT
acceptable. Refer to Item #3 of the General Terms and Conditions for specific
Category I is bid on the Quotation Schedule, pages eleven (11) thru thirteen
(13), or Alternate Quotation Schedule, pages fourteen (14) thru sixteen (16) are
bid 100% complete.
Category I is brand specific or equivalent.
Note any prompt payment discounts available on the Quotation Schedule, page
nineteen (19).
Indicate delivery lead times on the Quotation Schedule, page nineteen (19).
A valid California Seller’s Permit number is entered on page seven (7).
Include copy of Contractors’ State License Class C-61/D34 – Prefabricated
Equipment Contractor License for installer in Bid response.
All requirements of Invitation to Bid have been met.
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Procurement & Contracts
Page 3
INVITATION TO BID & BID: #20-805-007
General Terms and Conditions
Instructions to Bidders:
(1) Bidders are responsible to see that the bid is received in the Procurement & Contracts
Division of the Chief Administrative Office prior to the bid opening deadline. Late bids will be
returned unopened.
(2) All bids must be submitted in ink on the bid form. Cover letters, additional sheets, etc. may be
included. The total bid excluding sales tax must appear on the bid form as indicated.
(3) Erasures, overwrites and use of correction fluid or tape are NOT acceptable. All changes
(price, model numbers, part numbers, etc.) must be lined out and corrections inserted
adjacent to and initialed by the bidder's authorized representative.
(4) Vendor is required to quote “NEW” equipment, material or product. Recycled,
remanufactured, or previously owned product will not be accepted unless otherwise stated in
the Invitation to Bid.
(5) All bids must include the company name and address and must be signed by an authorized
representative of the company; signature must be an original signature, or an original
signature stamp, on the County Bid Form.
(6) Incomplete bids will NOT be accepted.
(7) The County, at its sole option, may correct arithmetic or extension errors, and obtain
clarification, if necessary.
(8) If no terms discount is to be offered, the terms portion of the bid form shall state "NET".
(9) If delivery specified is impossible, bidder must state best delivery available on the bid form.
Number of days shall mean calendar days After Receipt of Order (ARO). Bids quoting
delivery beyond the requirement may be rejected.
(10) Bid modifications, corrections, or additions received beyond the bid deadline will NOT be
(11) Telephone, facsimile, or emailed bids will NOT be accepted.
(12) Bid prices shall be firm for a minimum of sixty (60) calendar days from the bid opening unless
otherwise indicated on the bid form.
(13) By submitting a response to this Invitation to Bid, Bidder acknowledges and accepts the
County’s standard terms and conditions incorporated as Exhibit “A”.
(14) Any alteration to the Invitation to Bid must be added in addenda form, and must be issued by
the County Purchasing Agent.
Procurement & Contracts
Page 4
INVITATION TO BID & BID: #20-805-007
(15) Protest Procedure: Award of bid will be published on the County’s website:
Bidders have ten (10) business days from the date of the posting to submit a letter of protest
to the Purchasing Agent. Letter must be signed by an authorized representative stating
specific reason(s) for the protest including all relevant facts (law, rule, regulation, criteria).
(1) The use of brand and/or manufacturer names in the bid specification is for descriptive
purposes only. Unless otherwise specified, products of comparable quality and performance
will be considered.
(2) Bidders offering other than the referenced brands are to note their brand name and catalog
model number on the bid form.
(1) All items purchased shall be guaranteed against defects when used for the purposes for
which they were designed for.
(1) Bidders shall NOT include Federal Excise Taxes. An exemption certificate will be furnished to
the successful bidder upon request.
(2) Applicable taxes and fees will be added when the purchase order is issued.
(1) Samples of items, when required, must be furnished to the County at the bidder's expense. If
possible, samples will be returned upon request and at the bidder’s expense. Samples of
selected items may be retained for comparison.
(1) The County reserves the right to require the successful bidder to provide a performance bond
in an amount determined by the County. Unless specifically required on the bid form, a
performance bond will NOT be required.
(2) Certification of the performance bond shall be required following bid award and prior to the
release of a purchase order.
(3) Unless specifically required on the form, bidder's bonds will NOT be required.
Procurement & Contracts
Page 5
INVITATION TO BID & BID: #20-805-007
(1) Regardless of amount, unless specifically approved by the County Board of Supervisors,
award shall be made to the lowest responsive, responsible qualified bidder.
(2) In determining the successful bidder, consideration will be given to quality, delivery, warranty,
compatibility with existing equipment, and any other information considered to be in the best
interests of the County.
(3) It is unlawful for any person to furnish supplies or services or transact any kind of business in
the unincorporated territory of EL Dorado County without possessing a County business
license unless exempt under County Code Section 5.08.070. Contact Tax Collector's Office,
360 Fair Lane, Placerville, CA 95667, telephone (530) 621-5800, for further information.
(4) The County of El Dorado is an equal opportunity employer (EOE). Minorities, Females and
Handicapped are encouraged to participate (M/F/H).
(5) If the bid is on an “All or Nothing” basis, bidder shall so state. The County reserves the right
to make awards on individual items of a multiple item bid if deemed to be in the best interest
of the County.
(6) The County reserves the right to reject any and all bids, or to waive any informality or
nonsubstantial irregularity in any bid.
(7) The County reserves the right to purchase quantities by necessity only regardless of
approximate quantities indicated on the bid form. Bidder shall also have the right to refuse
sale in reduced quantities; in such instances, the award shall go to the next lowest qualified
(8) In case of default by vendor, the County may procure the articles or service from other source
and may recover the loss occasioned thereby from any unpaid balance due the vendor or by
proceeding against performance bond of vendor, if any, or by legal process against vendor.
The prices paid by County shall be considered the prevailing market price at the time such
purchase is made.
(9) If GSA Schedule (U.S. General Services Administration), FSA (Federal Supply Schedule), or
MAS (Multiple Award Schedule) is applicable to any of the items in each Category, then GSA
Schedule Pricing is required.
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