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City of Mesa New Bid Opportunity: Overhead Crane and Hoist Testing, Maintenance, and Repair Services

City of Mesa New Bid Opportunity: Overhead Crane and Hoist Testing, Maintenance, and Repair Services

Procurement Request

NOTICE OF SOLICITATION

Publish Date: July 28, 2022

SOLICITATION # 2023025


REQUEST FOR PROPOSAL FOR:  OVERHEAD CRANE AND HOIST TESTING, MAINTENANCE, AND REPAIR SERVICES

 

PROPOSAL DUE DATE AND TIME: AUGUST 22, 2022 – 3:00 P.M. LOCAL ARIZONA TIME

Deadline for QUESTIONS:  AUGUST 9, 2022 - 10:00 A.M. LOCAL ARIZONA TIME

 

Notice is hereby given that sealed proposals will be received by the Purchasing Division, City of Mesa until the date and time cited above. Responses received by the correct date and time will be opened publicly and read aloud by the Purchasing Division’s Procurement Administrator (or designated representative).

To join the response reading at 4:00 P.M. local Arizona time on the due date via Microsoft Teams, please visit the following website:  Microsoft Teams Meeting Invite

Teleconference Number: 480-535-7460; Conference ID: 928 489 584#

 

Please read the entire Solicitation package and submit the bid in accordance with the instructions.  This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the bid.

Responses must be in the actual possession of the Purchasing Division Office submitted electronically, on or before the exact date and time indicated above. Late submittals shall not be considered under any circumstances.

Questions concerning this Solicitation should be submitted in writing through the City of Mesa’s Purchasing Website Vendor Self Service portal at https://vendor.mesaaz.gov/ or by email to the following Purchasing contacts or their designees:


Technical Questions:

Ted Stallings, CPPB

Procurement Officer II

PHONE: 480-644-2815

Ted.Stallings@MesaAZ.Gov

General or Process Questions:

Honey Schuchard

Procurement Specialist

PHONE: 480-644-2179

Honey.Schuchard@MesaAZ.gov

 

NOTE:  THE CITY OF MESA PUBLISHES ITS SOLICITATIONS, ATTACHMENTS, AND ADDENDA ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS: https://vendor.mesaaz.gov/

Current contracts and related information are available for viewing and/or downloading at: http://apps.mesaaz.gov/purchasingcontracts/Search

All vendors wishing to conduct business with the City are required to register and maintain all information used for the notification of Solicitation opportunities and issuance of payment in the Vendor Self Service (VSS) system. To register and view additional vendor information, go to https://vendor.mesaaz.gov/

 
 
 

 

 

PAGE

 

NOTICE

1

 


TABLE OF CONTENTS

2

 


 


SECTIONS:


 


 

INSTRUCTIONS

3

 

 


 

SCOPE OF WORK

10

 

 


 

 


ATTACHMENTS:


 

 


 

ATTACHMENT A

PRICING

24

 

 


 

ATTACHMENT B

REQUIRED RESPONSE FORMS

27

 

 

(5 pages)


 

 

 


 

ATTACHMENT C

PROPOSAL QUESTIONNAIRE

28

 

 

 


 

ATTACHMENT D

SUPPLIER SUSTAINABILITY QUESTIONNAIRE

32

 


 


 

 

 


EXHIBITS:


 

 

 


 

EXHIBIT 1

DRAFT AGREEMENT

34


 
 
 

GENERAL:  Please read the entire Solicitation package and all attachments before submitting a Response.  Responses must be in accordance with the provisions, specifications, and instructions set forth herein and will be accepted until the date and time the Response is due.


VENDOR QUESTIONS All questions regarding the contents of this Solicitation, and Solicitation process (including requests for ADA accommodations), must be directed solely to the Ted.Stallings@MesaAZ.gov, and Honey.Schuchard@MesaAZ.gov.  Questions should be submitted in writing via email.  Questions will only be accepted until 10:00 AM (local Arizona time), August 9, 2022.  Questions will be answered in the form of an addendum and sent to all potential respondents. 


INSTRUCTIONS FOR PREPARING AND SUBMITTING RESPONSE:  Respondents must submit their responses electronically.  Any Respondent needing assistance or guidance using the online Vendor Self Service (VSS) portal may contact the Procurement Officer/Supervisor. Do not wait for the last day to submit a response. Start early so we can fix any issues before trying to submit a response. ALL RESPONDENTS ARE ENCOURAGED TO REVIEW INSTRUCTIONS FOR HOW TO RESPOND TO A SOLICITATION available under Download Vendor Forms in the online VSS portal. Respondents shall provide their Responses in accordance with the following form and content requirements:


Responses shall be submitted through the City of Mesa’s Purchasing Website at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity.  Submissions submitted elsewhere or under the wrong Solicitation will not be considered.

Responses must be signed by an authorized representative of Respondent with the authority to bind Respondent to make such commitments to the City set forth in the Response. 

Responses should be specific to the Solicitation and present details on all requested information in a concise manner. 


SUBMITTAL RESPONSE FORMAT:


Submit response as outlined below:

TAB A - Table of Contents

TAB B - Other Forms - The following forms should be completed and signed:

      1. Vendor Information form
      2. Exceptions & Confidential Information form
      3. General Questionnaire form
      4. Lawful Presence Affidavit
      5. Respondent Certification form (Offer and Acceptance)
      6. W-9 Form. All responses should include a fully completed, current W-9 form. Failure to include the W-9 will not disqualify your response, however the W-9 must be submitted to the City prior to the execution of any contract pursuant to this Solicitation. (http://www.irs.gov/pub/irs-pdf/fw9.pdf.

TAB C – Proposal Questionnaire completed and included.

TAB D – Proposal Questionnaire exhibit(s).

TAB E – Proposal Price Information completed and included.


RESPONSE CHECKLIST:  This checklist is provided for your convenience.  It is not necessary to return a copy with your Response. Only submit the requested forms and any other requested or descriptive literature. 


  •   Response will be sent in time to be received by City before Response due date and time.

  Pricing, math double-checked, form completed and included (Attachment A)

  Required Response Forms completed and included (Attachment B)

        Respondent Questionnaire form completed and included (Attachment C)

        Respondent Supplier Sustainability Questionnaire form completed and included

 (Attachment D)


  W-9 Request for Taxpayer Identification Number and Certification form completed and included (http://www.irs.gov/pub/irs-pdf/fw9.pdf)  


ADDENDA:  Any changes to the Solicitation document will be in the form of an addendum.  Addenda are posted on the City website.  Contractors are cautioned to check the Purchasing Website or the Self-Service portal for addenda before submitting their Response.  The City will not be held responsible if a vendor fails to receive any addenda issued.  The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City and Contractors are cautioned not to rely on any such changes.  Failure to acknowledge receipt of an addendum may result in disqualification of a Response.

 

RESPONSE OPENING: The City will open all Responses properly and timely submitted and will record the names and other information specified by law and rule.  The Response Opening will be conducted at 4:00 P.M. local Arizona time following the final SOLICITATION DUE DATE AND TIME via Microsoft Teams. No responsibility will attach to the City of Mesa, its employees, or agents for the premature opening of a Response.  All Responses become the property of the City and will not be returned.  Results, as read at the public opening, will be posted on the City website.  Responses will be available to the public in accordance with the City Procurement Rules. 


LATE RESPONSES: The Respondent assumes responsibility for having the Response submitted on time.  All Responses received after the Response Due date and time shall not be considered and will be unopened.  The Respondent assumes the risk of any delay caused by not being able to access the system. Respondents must allow adequate time to accommodate all registration and submission requirements.  It shall not be sufficient to show that Respondent attempted to submit a response before the due date and time as the Response must be received by the City.  All times are Mesa, Arizona local times.  Respondents agree to accept the time stamp in the Vendor Self Service portal as the official time. Any Respondent needing assistance or guidance using the online system may contact the Procurement Officer/Supervisor. Do not wait for the last day to submit a response. Start early so we can fix any issues before trying to submit a response. ALL RESPONDENTS ARE ENCOURAGED TO REVIEW INSTRUCTIONS FOR HOW TO RESPOND TO A SOLICITATION available under Download Vendor Forms in the online VSS portal.

 

RESPONSE FIRM TIME: Responses shall remain firm and unaltered after opening for 180 Days unless the time is extended or amended as agreed upon by Respondent and the City.  Examples of where an extension or amendment may be necessary include but are not limited to: (i) contract negotiations with selected Respondent; (ii) submission of a Best and Final Offer by Respondent; (iii) City needing additional time to review responses. The City may accept the Response, subject to successful contract negotiations, at any time during this period.

 

LOBBYING PROHIBITION:  Any communication regarding this Solicitation for the purpose of influencing the process or the award, between any person or affiliates seeking an award from this Solicitation and the City including, but not limited to, City Council, City employees, and consultants hired to assist the City in the Solicitation, is prohibited.

This prohibition is imposed from the time of the first public notice of the Solicitation until the City cancels the Solicitation, rejects all Responses, awards a contract, or otherwise takes action which ends the Solicitation process.  This section shall not prohibit public comment at any City Council meeting, study session, or City Council committee meeting.

This prohibition shall not apply to Respondent-initiated communication with the contact(s) identified in the Solicitation or City-initiated communications for the purposes of conducting the procurement including, but not limited to, vendor conferences, clarification of Responses, presentations if provided pursuant to the Solicitation, requests for Best and Final Responses (as set forth in the City Procurement Rules), contract negotiations, protest/appeal resolution, or surveying non-responsive vendors.

Violations of this provision shall be reported to the Purchasing Administrator.  Persons violating this prohibition may be subject to a warning letter or rejection of their Response depending on the nature of the violation.

 

LAWFUL PRESENCE IN THE UNITED STATES:  Arizona Revised Statutes § 1-501 and § 1-502 require all persons who will be awarded a contract (a Public Benefit as defined in 8 USC Section 1621) must demonstrate they are lawfully present in the United States.  A person under the statute is defined as a natural person and therefore excludes Limited Liability Companies, Corporations, Partnerships, or other similar types of business entities as indicated on a W-9 form.

Individuals (natural persons) or Sole Proprietorships must complete the affidavit in the “Required Response Forms” section of this Solicitation.  Respondents that fail to provide a completed affidavit and fail to provide the necessary documentation may be deemed non-responsive.


COMMENCEMENT OF WORK:  If a Respondent begins any billable work before the City’s final approval and execution of the contract, Respondent does so at its own risk.


RESPONSIBILITY TO READ AND UNDERSTAND:  Failure to read, examine and understand the Solicitation and any of its addenda will not excuse any failure to comply with the requirements of the Solicitation or any resulting contract, nor shall such failure be a basis for claiming additional compensation.  The City is not responsible for and will not pay any costs associated with the preparation and submission of a Response.  Respondents are cautioned to verify their Responses before submission, as amendments to or withdrawal of Responses submitted after the time specified for the opening of Responses may not be considered.  The City will not be responsible for any Respondent errors or omissions.

 

FORM AND CONTENT OF RESPONSES:  Responses must be submitted online through the City of Mesa’s Purchasing Website Vendor Self Service portal at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity.  Physical submissions, e-mail, or fax submissions will not be accepted unless explicitly allowed by the City of Mesa Purchasing Division.  Unless otherwise instructed or allowed, Responses shall be submitted on the forms provided.  Responses, including modifications, must be submitted electronically, and signed by an authorized representative of the Respondent.  Please line through and initial rather than erase changes. Any modifications to the Solicitation must be identified in the “Exceptions” section of the required response forms. The City does not encourage exceptions. The City is not required to grant exceptions and depending on the exception, the City may reject the Response as non-responsive. The City reserves the right at its sole discretion to negotiate exceptions with a Respondent. If the Response is not properly signed or if any changes are not initialed, it may be considered non-responsive. In the event of a disparity between the unit price and the extended price, the unit price shall prevail unless obviously in error, as determined by the City.  The Response must provide all information requested and must address all points set forth in the Solicitation. 

 

SPECIFICATIONS:  Technical specifications define the minimum acceptable standard.  When the specification calls for “Brand Name or Equal,” the brand name product is acceptable.  The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition. If a Respondent wishes to provide a material or service that is not the brand name, the equivalent material or service must meet the standard of quality of the brand name product, which is determined at the City’s sole discretion.  Equivalent products will be considered upon showing the other product meets stated specifications and is equivalent to the brand-name product in terms of quality, performance, and desired characteristics. Products that are substantially equivalent to those brands designated will qualify for consideration.

Minor differences that do not affect the suitability of the supply or service for the City’s needs may be accepted.  Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Respondent.  The City reserves the right to reject Responses that the City deems unacceptable for any reason.

 

 
 
 

 

MODIFICATION/WITHDRAWAL OF RESPONSE:  Written requests to modify or withdraw a Response received by the City before the scheduled opening time for Responses will be accepted and will be corrected after the Response due date and time.  No oral requests will be allowed.  Requests must be addressed and labeled in the same manner as the Response and marked as a MODIFICATION or WITHDRAWAL of the Response.  Requests for withdrawal after the Response Due date and time will only be granted upon proof of undue hardship and may result in the forfeiture of any Response security.  Any withdrawal after the Response due date and time shall be allowed solely at the City’s discretion.

 

DEBARMENT DISCLOSURE:  If the Respondent has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government or agency, or if any such preclusion from participation from any public procurement activity is currently pending, the Respondent shall include a letter with its Response identifying the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances must be provided by the Respondent, including the details enumerated above.  A Response from a Respondent who is currently debarred, suspended, or otherwise lawfully prohibited from any public procurement activity may be rejected.  Failure of a Respondent to disclose a debarment or suspension in accordance with this Section may result in the Response being disqualified for an award of the Solicitation.

 

RESERVATIONS:  The City reserves the right to reject any or all Responses or any part thereof; to re-issue the Solicitation; to reject non-responsive or non-responsible Responses; to reject unbalanced Responses; to reject Responses where the terms, prices, or awards are conditioned upon another event; to reject individual Responses for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, informalities, technicalities or form errors in any Response; to conduct exclusive or concurrent negotiations of any terms, conditions, or exceptions taken by a Respondent or the terms of any agreement/document a Respondent would require the City to sign should Respondent be awarded a contract; and to reject Responses that are outside the City’s budgeted amount for the materials or services that are the subject of the Solicitation. The City may seek clarification of the Response from Respondent at any time, and failure to respond is cause for rejection.  Submission of a Response confers no right to an award or a subsequent contract.  The City is charged by its Charter to make an award that is in the best interest of the City.  All decisions on compliance, evaluation, terms, and conditions shall be made solely at the City’s discretion and made to favor the City.  No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

 

EXCEPTIONS TO A SOLICITATION:  Changes to the Solicitation document requested by a Respondent may not be acknowledged or accepted by the City.  Award or execution of a contract does not constitute acceptance of a changed term, condition, or specification in the Solicitation unless specifically acknowledged and agreed to by the City. The copy of the Solicitation, including all addenda, maintained and published by the City shall be the official Solicitation document.  Any exception to the Solicitation must be set forth in the “Exceptions” portion of the Response; any exceptions not indicated in the “Exceptions” portion of the Response will be deemed rejected by the City, void and of no contractual significance. The City reserves the right to: (i) reject any or all exceptions requested by a Respondent; (ii), determine a proposal non-responsive due to the exception(s) made by Respondent; (iii) enter into negotiations with a Respondent regarding any of the Respondent’s exceptions, or (iv) accept any or all of a Respondent’s exceptions outright.


COPYING OF RESPONSES:  The Respondent hereby grants the City permission to copy all parts of its Response including, without limitation, any documents and/or materials copyrighted by the Respondent.  The City’s right to copy shall be for internal use in evaluating the Response.


 
 
 

 

CONTRACTOR ETHICS:  Contractors doing business with the City shall adhere to the Procurement Ethics Standards, Article 7 of the Procurement Rules. It is the policy of the City to promote courtesy, fairness, impartiality, integrity, service, professionalism, economy, and government by law in the Procurement process. The responsibility for implementing this policy rests with each individual who participates in the Procurement process, including Respondents and Contractors.  The failure of a Respondent or Contractor to meet the ethical standards may result in the disqualification of an award under the Solicitation or the termination of a contract with the City.

To achieve the purpose of this Section, it is essential Respondents and Contractors doing business with the City observe the ethical standards prescribed herein and in the City Charter, Code Procurement Rules, and Management Policy 200.  It shall be a breach of ethical standards to:

Exert any effort to influence any City official, employee, or agent to breach the standards of ethical conduct.

Intentionally invoice any amount greater than provided in a contract or to invoice for materials or services not provided.

Intentionally offer or provide sub-standard materials or services or intentionally not comply with any term, condition, specification, or other requirements of a City contract.


GIFTS:  The City will accept no gifts, gratuities, or advertising products from Respondents or prospective Respondents and affiliates.  The City may request product samples from Respondents solely for the purpose of product evaluation.

 

EVALUATION PROCESS:  Responses will be reviewed by an evaluation committee comprised of City employees and/or agents authorized by the City to participate in the evaluation. The evaluation committee may utilize multiple rounds of review to determine which Respondent is most advantageous for the City to award; Respondents’ scores may be adjusted throughout the evaluation process/rounds. The City reserves the right to consider all information relevant to determining an award in the best interest of the City, including Respondents’ performance under prior contracts. The evaluation process may include but is not limited to: a review of proposal Responses, interviews, presentations, site visits, product/service demonstrations, Best and Final Offers, requests for additional information, and requests for clarification. City staff may initiate discussions with Respondents for clarification purposes; however, a request for clarification is not an opportunity for a Respondent to change the Response. A request for clarification and/or additional information from a Respondent does not guarantee clarification and/or additional information will be requested from any other Respondents. Respondents shall not initiate discussions with any City employee, agent, or official as set forth in the Lobbying section of these instructions including, but not limited to, members of the evaluation committee.

 

PRESENTATIONS/INTERVIEWS:  A Respondent must provide a formal presentation/interview upon request of the City.

 

SHORT-LISTING:  The City, at its sole discretion, may create a shortlist of the highest scored Responses based on a preliminary evaluation of the Responses against the evaluation criteria.  Only those short-listed Respondents will be invited to give presentations/interviews.  Upon conclusion of any presentations/interviews, the City will finalize the scoring against the evaluation criteria.

 

BEST AND FINAL OFFERS:  The City may request Best and Final Offers if the City deems necessary and the City will determine the scope and subject of any Best and Final request.  Respondents should not expect the City will always ask for Best and Final Offers.  Therefore, all Respondents must submit their best offer based on the specifications, terms, and conditions in the Solicitation.

 
 
 

 

CRITERIA FOR EVALUATION AND AWARD: 


    • The criteria that will be evaluated and their relative weights are:


    • Evaluation Criteria
    • Points
    • 1.
    • Firm’s Qualifications & Experience
    • 250
    • 2.
    • Firm’s Approach
    • 370
    • 3.
    • Firm’s Proposed Pricing
    • 150
    • 4.
    • Sustainability Questions (one through four)
    • 5
    • 5.
    • Firm’s Acceptance of City’s Terms and Conditions
    • 75


    Pricing will be evaluated based on the below equation:


    Lowest Proposal Cost

    X Price Points Possible

    = Pricing Score

    Proposal Cost being evaluated

    • If less than three (3) Responses to a Solicitation are deemed responsive by the City, at the City’s sole discretion, the Responses may be evaluated using simple comparative analysis instead of any announced method of evaluation, subject to meeting administrative and responsibility requirements.
    • Each Response will be evaluated based upon responsiveness and responsibility criteria.  A failure to meet responsiveness or responsibility criteria will render a Respondent ineligible for the award of a contract under the Solicitation.
    • Responsiveness.  The City will determine whether the Response complies with the instructions for submitting a Response set forth in the Solicitation (i.e. the completeness of the Response which encompasses the inclusion of all required attachments and submissions).  Responsiveness will also be examined as it pertains to items set forth in this Solicitation that state a Respondent may be deemed non-responsive based upon the content of their Response. The City will reject any Responses that are submitted late.  Failure to meet any requirements in the Solicitation may result in rejection of a Response as non-responsive. 
    • Responsibility.  The City will determine whether a Respondent is one with whom the City should do business.  Factors the City may evaluate to determine responsibility include, but are not limited to: an excessively high or low priced Response; past performance under any agreement with the City; references from any source including, but not limited to, those found outside the references listed in the Response and City employees, agents or officials who have experience with the Respondent; compliance with applicable laws; Respondent’s record of performance and integrity (e.g. has the Respondent been delinquent or unfaithful to any contract with the City, whether the Respondent is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified).  A Respondent must at all times have financial resources sufficient, in the opinion of the City, to ensure the performance of the contract and must provide proof upon request.  City staff may also use Dun & Bradstreet or any generally available industry information to evaluate the Respondent.  The City reserves the right to inspect and review Respondent’s facilities, equipment, and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information or the quality of the information, will result in Respondent being deemed non-responsible.
    • Respondents who have a Transaction Privilege Tax license for Mesa and who, if awarded a contract, would charge the City TPT to be paid to Mesa, will have 2.00% removed from the taxable item(s) from the price set forth in the Response for the purpose of award evaluation.  The awarded Respondent shall however charge the full amount of tax on their invoice(s).

  •  


    This consideration does not apply to:


    Construction procurements or any other procurement done using Arizona Revised Statutes Title 34 processes.

    Purchases using federal or other funds where the agreement that provided the funds precludes any local consideration or preference.


    COST JUSTIFICATION:  In the event, only one Response to the Solicitation is received, the City may require the Respondent to submit a cost offer in sufficient detail for the City to perform a cost/price analysis to determine if the Response price is fair and reasonable.


    CONTRACT NEGOTIATIONS AND ACCEPTANCE:  Respondent must be prepared for the City to accept the Response as submitted.  If Respondent fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject the Response or revoke the award and may begin negotiations with another Respondent.  Final contract terms must be approved or signed by the appropriately authorized City official(s).  No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.


    NOTICE OF INTENT TO AWARD:  Notices of the City’s intent to award a contract are posted to the Purchasing Division’s website before 6:00 P.M. local Arizona time at least seven (7) calendar days before award.

    • It is the Respondent’s responsibility to check the City of Mesa’s Vendor Self Service portal at https://vendor.mesaaz.gov/ to view Purchasing’s Intent to Award notices.  This may be the only notification you will receive regarding the City’s Intent to Award a contract related to this Solicitation.

  • PROTESTS AND APPEALS:  If a Respondent or any person believes there is a mistake, impropriety, or defect in the Solicitation, believes the City improperly rejected its Response or believes the selected Response should not receive the City contract based upon a fact supported issue with the Solicitation or selected Respondent or otherwise protests the award to the Respondent, the Respondent may submit a written protest.  All protests and appeals are governed by the City Procurement Rules (“Procurement Rules”).  The rules surrounding protests and appeals may be found in Section 6 of the Procurement Rules which are located on the Purchasing Division website at http://mesaaz.gov/business/purchasing. Please see the Procurement Rules for more information on the submission of a protest and corresponding appeal rights; if there exist any discrepancy in this Section and the Procurement Rules, the language of the Procurement Rules will control. 

    ADDRESS PROTESTS TO:                               ADDRESS APPEALS TO:

    Kristy Garcia                                                     Edward Quedens

    Procurement Administrator                                Chief Procurement Officer

    20 East Main Street, Suite 450                           20 East Main Street, Suite 450

    PO Box 1466                                                     PO Box 1466

    Mesa, Arizona 85211-1466                                 Mesa, Arizona 85211-1466

    Fax: (480) 644-2655                                           Fax: (480) 644-2687

    Email: Kristy.Garcia@MesaAZ.gov                     Email: Ed.Quedens@MesaAZ.gov


    POLICY DOCUMENTS:  The City of Mesa Charter, Code, Procurement Rules, and Management Policy 200 govern this procurement and are incorporated as a part of this Solicitation by this reference.  A copy of these documents may be found on Mesa Purchasing Division’s website at www.mesaaz.gov/business/purchasing.


 

This Scope of Work will be compiled into any resulting contract as Exhibit A.

 

SCOPE OF WORK:  The Cities of Mesa and Tempe (City) are seeking term contract(s) for crane and hoist testing, certifications, maintenance, and repair services.


The term of any resulting contract shall be for three (3) years with an opportunity to renew for an additional two (2) years as provided for within the Scope of Work and Terms and Conditions sections of this RFP.  Renewals options, exercisable based on contractor(s) has provided high quality product(s) and service with demonstrated cost containment efforts.


  • AWARD:  The City intends to award one (1) or more contracts to meet current and future requirements.

  • MANDATORY MINIMUM QUALIFICATIONS:  The following requirements have been identified as mandatory minimums for this procurement.  Firms that do not meet these mandatory minimums may be deemed ineligible for award and removed from the evaluation process.

  • Contractor shall have been in business of providing similar services contained in this Request for Proposal for at least three (3) years.

  • Contractor's repair technicians shall be certified, preferably company factory-trained, and shall have a minimum of three (3) years experience in repair, service, maintenance, inspection and certification of the cranes and hoists to be serviced by that person.


  • Contractor shall have all required licenses and permits to perform the services contained in the Request for Proposal.


SPECIFICATIONS:


  • Contractor shall furnish all supervision, labor, parts, tools materials, equipment, supplies, facilities, and transportation necessary to provide precision repair services, scheduled inspections, performance tests, and certifications for cranes and hoists mentioned by Fire, Public Works and Water Utilities Departments.


  • Contractor shall comply with the latest edition of applicable federal standards, OSHA regulations, state and local codes, and industry standards which include mandatory rules relating to crane and hoist inspection, maintenance, repair, and certification.  At a City location, all machinery and equipment which are undergoing maintenance and repair shall be locked-out/tagged-out (LOTO) to protect against accidental or inadvertent operation when such operation could cause injury to personnel or damage to equipment. LOTO shall be carried out only by authorized personnel that may include qualified electricians, mechanics, and operators.


  • Contractor shall carry out the inspection, maintenance, and repair procedures by personnel qualified by professional trade and verified by widely accepted or recognized standards covering the specific skills or knowledge required.


Contractor shall perform and schedule preventive maintenance, necessary mechanical repair, electrical adjustments, and inspection of cranes, hoists, slings, wire rope, chain, hooks, clamps, and eyes to ensure that all components of the system are in a safe and efficient operating condition.  Additionally, the Contractor shall prepare a cost estimate (quote) to repair all identified deficiencies found during the Inspection and “Preventive Maintenance” phase that are deemed to be either unsafe or that will appreciably affect the operation of the crane.  This cost estimate (quote) shall be submitted to the Designated Department Representative (DDR) for review and evaluation to determine the actual repairs that will be made.

The Contractor shall perform a rated load test (performance test) and issued certifications of cranes and hoists, as often as required by regulations and codes or whenever requested by the City.  Any load test shall be approved by the City prior to testing.


City Departments will require load testing and certification any time a crane or hoist has a major overhaul performed on a load carrying component, i.e. hoist gear train, gear box or mechanical load brakes, a load test will be required and certification issued upon the completion of said repairs.


Contractor shall inspect cranes and hoists at City’s facilities, and document the condition of the units, before determining if the repair can be performed at City facility.  Contractor shall prepare a scope of the repair work to be carried out at the City facility and submit it to the DDR within forty-eight (48) hours, for approval.  The DDR shall respond within one (1) business day.  The Contractor shall finish the repair work within five (5) business days after receipt of the repair part(s).


The Contractor shall carry out all inspections and performance tests in compliance with applicable OSHA regulations, ANSI standards, state and local codes. The Contractor shall submit all test and certification documents to the DDR and the City Risk Management Division within twenty-four (24) hours after completion.


The Contractor shall immediately report defects resulting in safety hazards in writing through e-mail to the DDR and the City Risk Management Division and shall immediately take the equipment out of service and “Red Tag” it.


The City prefers that new “OEM” parts shall be used in the repair of its cranes and hoists.  If Contractor plans to use a part other than an OEM part for repair of a cranes and hoists, the Contractor shall submit a request to the DDR detailing the part and the reason for its use in place of an OEM part for evaluation, review, and approval of the part by the DDR.


Contractor shall inspect cranes and hoists at a City facility, and if repair can be performed on-site, Contractor shall perform the needed repair at a City location.  If the needed repair cannot be performed at the City facility, Contractor shall remove the unit from its location, pick up and transport the unit to Contractor’s repair facility, disassemble, inspect, prepare scope of work, repair, replace parts with new (OEM)-specified or approved parts, reassemble unit, return the repaired unit to a City facility, put back in its location, start, and perform a test-run of all functions.  Contractor shall not remove any equipment from City property without authorization from the DDR.


Contractor shall then disassemble the unit and clean all internal parts.  Contractor shall inspect all components of the unit in all critical areas to determine if clearances are within OEM tolerances, and to see if parts meet the manufacturer’s specifications.  Contractor shall determine what parts are to be machined or replaced with new parts.  As a minimum the Contractor shall replace all bearings and seals.


Contractor shall, unless otherwise instructed by the DDR, lubricate all bearings with (OEM)-specified greases.


Contractor shall, unless otherwise instructed by the DDR, fill the gearbox with (OEM)-specified lubricant.  If gearbox lubricant is contaminated, Contractor shall flush the gear boxclean and re-fill with (unless otherwise instructed by the DDR) “OEM”-specified lubricant.


Where applicable, new belts shall be installed.  Belts shall be changed in matched sets and be properly tensioned.


Contractor shall prepare a cost-estimate and e-mail the estimate within seven (7) business days of the pick-up date from the City facility, to the DDR for approval. Cost-estimate shall include a brief description of the work to be performed, cost for new replacement parts versus costs for reconditioned parts, and estimated labor hours required to repair cranes and hoists.  The DDR shall respond within five (5) business days after receipt of estimate.

Upon acceptance of cost-estimate by the DDR, Contractor shall proceed with repairs.  Repair shall include welding and machining as required.  Other services required of Contractor shall include Non-Destructive Examination (NDE), when required.  After parts have been repaired, Contractor shall reassemble, test, seal, and paint, as required.  All assembled rotating parts shall be dynamically balanced, if applicable.  All damaged and replaced parts that are deemed non-repairable shall be retained at the Contractor’s facility for thirty (30) business days before disposition.  At all times during the repair process, Contractor shall maintain City’s equipment in a climate-controlled area if possible.  Contractor shall paint the repaired unit to match the OEM paint color.


Contractor shall return the repaired unit to the City facility and re-install, start, and perform a test-run of the unit.


Contractor shall complete the job within twenty-one (21) business days after receiving the go-ahead authorization from the DDR.


ACCEPTANCE OF REPAIR: 

 

Contractor shall re-install the cranes and hoist. The DDR shall inspect the assembled unit before the performance test can begin.  The DDR shall be on location within two (2) working days after notification by the Contractor to observe the performance test.  However, it is the Contractor’s responsibility to notify the designated representative for witnessing of the performance test and ensure the repaired crane meets all safety requirements of this specification. 

If deficiencies are detected, the repair work shall be rejected, and Contractor shall make the necessary repairs, adjustments, or replacements.

The City shall not make payment to the Contractor until “ALL” corrective actions are made, and after the equipment repair is accepted by the DDR.


CRANES AND OVERHEAD PREVENTATIVE MAINTENANCE CUMULATIVE CHECKLIST: Upon completion of the preventive maintenance inspection (PM) a typed report (summarizing all items found non-compliant with the minimum ANSI Standards and minimum Manufacturer Standards shall be properly identified with recommended corrective actions to be taken listed in a prioritized repair list. The cost of these recommended repairs shall be itemized into two categories: 1) labor, and 2) material. The following are minimum requirements for annual, comprehensive visual inspections:


Item

No.

Items To Be Inspected

Description Of Inspection

1.

Machine components

Lubricate all machine components according to manufacturer's specifications.

2.

Oil reservoirs

Inspect all oil reservoir levels and add oil as required.

3.

Oil leaks

Inspect for any oil leaks and report them on the service report.

4.

Bridge and trucks

Inspect for bent or damaged members, evidence of loose bolts, rivets, guards, and broken welds.

5.

Trolley and rails

Inspect for bent or damaged members, evidence of loose bolts, rivets, guards, rail clams, and broken welds.

6.

Runway rails and clamps

Inspect for loose, broken, or missing rail clamps, bolts, wedges, connectors, end stops, and rail switches.

7.

Handrails, walkways, and ladders

Inspect for loose, missing, bent deteriorated, loose, members, bolts, rivets, welds, and hangers.

8.

End stops, sweeps and bumpers

Inspect for loose, broken, or bent bumper members, sweeps and end stops.

9.

Guards

Insect for loose, missing, broken, or bent members.

10.

Crane alignment

Inspect for unusual wear on rails. Run crane, bridge, or trolley assembly against end rail stop to check alignment.

11.

Bridge wheels and bearings

Inspect for wear, flat spots, chips, flange wear, cracks, loose axle-pins, or securing devices.

Wheel bearings: Inspect clearance, chatter, loose bearing caps, and lubrication.

12.

Bridge, trolley & hoists

Shafts and coupling

Inspect shafts for vibration, cuts, nicks, loose, or worn keyways, and misalignment. Inspect couplings for wear, loose bolts, keys, and misalignment. Inspect bearings for clearance, chatter, loose bearing caps and lubrication.

13.

Bridge, trolley & hoists

Gears and cases

Inspect gears for worn teeth, loose set screws and keys.  Inspect guards and covers.  Check gear cases for excessive noise and vibration, and proper lubrication.

14.

Bridge, trolley & hoist

Brakes

Inspect for wear in linkage, pins and cams, weakness of springs, wear and condition of lining, smoothness of drum and clearance between drum or disk brakes. Inspect for improper solenoid air gap; evidence of overheating, damaged brass, air gap material, and loose core lamination, delay or restriction in opening of brakes. Check fluid level.

15

Hoist sheaves

Inspect for wear, damage, sheave groove radius, lube lines, bushings, in locking bar, bolts, and lube fittings.

16.

Hoist load hooks and blocks

Inspect for damage, wear to hook, proper operation of load hook safety latch, nuts, "mousing" device, and swivel. Inspect blocks for wear to sheaves, check plates, loose pins, bolts, and guards. Inspect drip pans securing bolts, gaskets, damage and clearance.

17.

Hoist wire rope, fastenings and terminal hardware

Inspect wire rope, sockets, swivels, trunions, and connections for damage, broken wire/strands, and proper lubrication. Lubricate as required.

18.

Capacity signs

Inspect for mounting bolts, brackets, and damage. Check markings on load sins for proper rating.

19.

Main disconnect switch

Operate switch, inspect supports (or) operating members, overheating, and loose connections.

20.

Trolley conductors and collectors

Inspect insulators, clamps, connectors, wires, collectors, shoes, and loose or damaged or misaligned wheels.

21.

Main conductors and collectors

Inspect insulation, clamps, connectors, collectors, wires, shoes, and wheels.

22.

All wiring and fuses

Inspect all connections, insulation, and readily accessible wiring for evidence of overheating and deterioration.

23.

Bridge, trolley & hoists

Control panel and relays

Inspect all contacts for proper alignment, signs of excess heating or unusual arcing. Inspect all coils, contact leads, shunts and wires, fuses or overload devices for loose connections and signs of overheating. Inspect panel boards and arc shields for cracks, loose bolts, dirt, and moisture. Check panel markings for legibility. Inspect speed control resistors for damaged segments or parts. Inspect all insulation and connections for signs of overheating.

24.

Bridge, trolley & hoists

Controller

Inspect for loose tension springs, broken, cracked, or loose handles, rough or burned contact segments, segment dividers, insulators and proper contact pressure, unusual arcing, worn or loose cams, rollers or bins and loose connections. Check identifying and direction labels. Inspect all insulation and connections for signs of overheating.

25.

Bridge, trolley, and hoist motors

Inspect for damage, bearing noise, vibration, and lubrication. Inspect "commutators," slip rings and brushes for evidence of sparking, excessive brush wear or improper seating. Check brush holder for missing hardware, proper alignment, and spring tension.

26.

Hoist limit switches

Inspect all electrical and mechanical components for malfunction including contacts, springs, ratchets, pins, arms, insulators, rollers, cams and dogs. Inspect gaskets, counterweights, guides, securing bolts, and guards.

27.

Bridge lighting system

Inspect lighting fixtures for damaged support, brackets, sockets, globes, or lenses. Inspect wiring for loose connections and damaged conductors. Inspect raceway system for missing straps, loose or damaged conduits and junction boxes.

28.

Warning devices

Inspect for proper operation or sirens, horns, bells, and lights. Check switches and insect wiring and connections.

29.

Safety switches

Inspect all safety switches for proper operation. Check wiring and connections for evidence of overheating.

30.

Trolley wheels and bearings

Inspect wheels for wear, flat spots, chips, flange wear, cracks, loose axle-pins or securing devices.

Wheel bearings: Inspect clearance, chatter, loose bearing caps, and lubrication.

31.

Load drum

Inspect for wear, cracks, sharp ridges, bearing clearance, noise, vibration, and lubrication.

32.

Auxiliary Hoist Shafts and Couplings

Check for worn keyways & tightness of shaft & couplings

33.

Main Hoist Load Brake

Check for proper operation

34.

Auxiliary Hoist Load Brake

Check for proper operation

35.

Trolley Control Panel and Relays

Open control panel & inspect components for wear & proper operation. Check that all electrical connections are tight and that controllers are properly protected per NEC (Fuses, Overloads, Etc.

36.

Auxiliary Hoist Gears and Cases

Check oil levels and fill as necessary

37.

Bride Gears and Cases

Check oil levels and fill as necessary

38.

Bridge Brakes

Remove covers, check for proper operation. Inspect for wear and adjust as necessary

39.

Main Hoist Magnetic Brake

Remove covers, check for proper operation. Inspect for wear and adjust as necessary

40.

Auxiliary Hoist Magnetic Brake

Remove covers, check for proper operation. Inspect for wear and adjust as necessary

41.

Bride Motor

Insect slip rings & brushes for wear.

42.

Magnetic Cable Reel

Verify that torque settings are correct. Check cord for damage or wear. Ensure that all electrical connections are tight.

43.

Main Hoist Gears and Cases

Check oil levels and fill as necessary

NOTE: The inspection will include topping of oil levels, lubrication of the crane, adjusting of brakes, minor repairs, and "magna-fluxing" of hoist hooks.


  • SERVICE LOCATIONS AND EQUIPMENT:


City of Mesa


Group A - Water Resources – Water Treatment Plants


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

Location: Signal Butte - Water Treatment Plant

1.

Jib Crane

Gorbel & Yale

FS300-14-W16

575131-1

2000 lbs.

2.

5 Ton Bridge Crane

R&M Material Handling

SX40410050P35FBLOS

532 07 5410

10,000 lbs.


Location: Brown Road Water Treatment Plant

3.

Floor Operated Crane and Monorail with Hoist

Unknown

Unknown

Unknown

2-Ton

4.

Underhung Hoist for Shop Crane

ACCO Babcock Inc.

3341620

533074775

6-Ton

5.

Jib Crane

Uni-Hoist

Unknown

Unknown

350 Hoist lbs.

6.

Floor Operated Crane and Monorail with Hoist

Kone Cranes

Unknown

Unknown

2-Ton

7.

Underhung Hoist for Chlorine Crane

Kone Cranes

CXT30410026P26FANDS

HLW26140

2-Ton

8.

Spreader Bar

ACCO

B107368

3-555-327

4,000 lbs.

9.

Portable Gantry Crane

Unknown

41188

Unknown

2,000 lbs.

10.

Davitt Pillar Jib Crane

Halliday

D2B

Unknown

1,000 lbs.

11.

Overhead Hoist

Abell-Howe

Unknown

3358679-1

1,000 lbs.

12.

Wall Jib

Abell-Howe

Unknown

Unknown

1,000 lbs.

13.

Davitt Pillar Jib Crane

Thern

5334

50961162

850 lbs.

14.

Jib Crane

Gorbel

Pillar Jib

A70495

2,000 lbs.

15.

Hoist

Budgit

BEH0108

341445

2,000 lbs.

16.

Stationary Load Beam

Field Fab

Unknown

Unknown

Unknown

17.

Wall Built Jib

Field Fab

Unknown

Unknown

Unknown

18.

Davitt Pillar Jib Crane

Thern

5110

5005-26748

1.6 Ton

19.

Chain Fall

CM

622

2209

2,000 lbs.

20.

Chain Fall

Duff Lynx

LHH-1A

GA8807

2,000 lbs.

21.

Chain Fall

CM

622

Unknown

2,000 lbs.

22.

Com-A-Long

CM

3/4 Com-A-Long

0285PN

1,500 lbs.

23.

Chain Fall

Milwaukee

9540

DY8604

3,000 lbs.

24.

Chain Fall

Milwaukee

9540

DY8604

3,000 lbs.

25.

Chain Fall

Westward

4LY45A

R1800925

2,000 lbs.


Group B – Water Resources - Water Reclamation Plants


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

Location: Greenfield Water Reclamation Plant

1.

Overhead Bridge Crane

Yale

DEW7.5x25RT19/604

1502428A

7.5 Ton

2.

Hoist & Trolly

Columbus McKinnon

CEW5X54MT28D2

CK9017XJ

5 Ton

3.

Overhead Bridge Crane

Yale/Gobal King

GC2T10-025S20-2-72

05J04G89

10 Ton

4.

Manual Trolly Hoist #1

Harrington

NTH010 16' LIFT

NTH4659712144

1 Ton

5.

Manual Trolly Hoist #2

Harrington

NTH010 16' LIFT

NTH4659712144

1 Ton

6.

Manual Trolly Hoist #3

Harrington

NTH010 15' LIFT

NTH2933H180859

1 Ton

7.

Overhead Bridge Crane

OMI/EMC

EM5160LG-162.41.060.0

055376

15 Ton

8.

Manual Trolly Hoist

Harrington

NTH020 16' LIFT

NTH4659712261

2 Ton

9.

Manual Trolly Hoist #1

Columbus McKinnon

Cyclone Army

S6534YY

2 Ton

10.

Manual Trolly Hoist #2

Columbus McKinnon

Cyclone Army

S6535YY

2 Ton

11.

Manual Trolly Hoist

Harrington

NTH010 33' LIFT

NTH4659712144

.5 Ton

12.

Overhead Bridge Crane

OMI/EMC

EM2068L6-161-41-060-0

055740

7.5 Ton

13.

Manual Trolly Hoist #1

Columbus McKinnon

Cyclone Army

S4261YY

1 Ton

14.

Manual Trolly Hoist #2

Columbus McKinnon

Cyclone Army

S4262YY

1 Ton

15.

Jib Crane

Spanco

J904-160-18FS 4F0451

32136670

1 Ton

16.

Portable Gantery Crane

Vestil

AHA-2-10-10

unkown

1 Ton

Location: Northwest Water Reclamation Plant

17.

Manual Trolly Hoist

Coffing

monorail

WRI-C106 - QPD

1 ton

18.

Overhead Bridge Crane

Yale

unknown

1997927 A

7.5 ton

19.

Jib Crane

Thern

unknown

A7385

0.5 ton

20.

Jib Crane

Thern

unknown

50990619

0.5 ton

21.

Jib Crane

Harrington

unknown

52906

2 ton

22.

Jib Crane

Thern

5122

50980443

0.5 ton

23.

Jib Crane

Thern

unknown

50990620

1400 lbs

24.

Manual Trolly Hoist

Coffing

monorail

WRI-C108 - QPD

1 ton

25.

Overhead Bridge Crane

Shaw box

bridge crane

08C28811

0.5 ton

26.

Jib Crane

Thern

unknown

5001-13819

1600 lbs

27.

Jib Crane

Thern

unknown

5018-97737

1600 lbs

28.

Overhead Bridge Crane

Yale

bridge crane

323-1313

15 ton

29.

Manual Trolly Hoist

Coffing

monorail

WR3R-116-QPD

2 ton

32.

Manual Trolly Hoist

Coffing

monorail

WR3R-117-QPD

2 ton

33.

Jib Crane

Thern

unknown

51860686

0.5 ton

34.

Manual Trolly Hoist

Yale

monorail

BQ-7

2 ton

35.

Manual Trolly Hoist

Yale

monorail

BQ-4

2 ton

36.

Manual Trolly Hoist

Yale

monorail

BQ-2

2 ton

37.

Manual Trolly Hoist

BeeBe

monorail

110560

2 ton

38.

Jib Crane

Thern

unknown

50980444

500 lbs

39.

Manual Trolly Hoist

Coffing

monorail

WR3B-110-NPD

1.5 ton

40.

Jib Crane

Thern

unknown

51891055

500 lbs

41.

Jib Crane

Thern

unknown

50980443

500 lbs

42.

Jib Crane

Thern

unknown

5181054

500 lbs

Location: Southeast Water Reclamation Plant

43.

Overhead Bridge Crane

Shaw box

8DL05020510

00B11874

4 ton

44.

Monorail

Acco

3235731

532-06-4946

2 ton

45.

Jib Crane

Thern

5110SS

5012-65051

500 lbs.

46.

Jib Crane

Thern

5110SS

5012-65052

500 lbs

47.

Jib Crane

Thern

5110ss

5012-65053

500 LBS

48.

Jib Crane

Thern

5124

5013 71456

500 LBS

49.

Gantry

unknown

SGT 15-S10

Unknown

1 ton

50.

Electric hoist

Harrington

Size D

9181

2 ton

51.

Manual hoist

Acco

ACCO lift

126-10-35032

1 ton


Group C – Water Resources - Distribution


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

1.

Davit Crane Manual Winch

Thern

5124

5012-63143

1000 lbs.

2.

Davit Crane Manual Winch

Thern

5124

5012-63152

1000 lbs.

3.

Davit Crane Manual Winch

Thern

5124

5012-63141

1000 lbs.

4.

Davit Crane Manual Winch

Warn

1000AC

NA

1000 lbs.

5.

Gantry- Single girder manual chain hoist

Vestil

NA +LHH

907 +UN-0007

2000 lbs.

6.

Pillar Jib Crane (truck Mounted)

AutoCrane

DCG8R

C16507019

1000 lbs.

7.

Pillar Jib Crane (truck Mounted)

AutoCrane

3203PRX


3500 lbs.

8.

Gantry- Single girder manual chain hoist

Dayton

3MB57

NA

2000 lbs.

9.

Monorail Sytem- 1 trollley electric chain hoist

Coffing

ECT6016-4

EC3G5298 PC

6000 lbs.

10.

Monorail Sytem- 1 trollley electric chain hoist

Coffing

ECT4016-4

EC3G5301 PC

4000 lbs.

11.

Monorail Sytem- 1 trollley electric chain hoist

Coffing

ECT4016-4

EC3G5300 PC

4000 lbs.

12.

Monorail Sytem- 1 trollley electric chain hoist

Coffing

ECT4016-4

EC3G5299 PC

4000 lbs.

13.

Monorail Sytem- 1 trollley manual chain hoist

Unknown

NA

AP-7447

4000 lbs.

14.

Monorail Sytem- 1 trollley manual chain hoist

Unknown

NA

AP-7446

6000 lbs.

15.

Monorail Sytem- 1 trollley electric chain hoist

Coffing

EC4008.1

E01C395M10

4000 lbs.


Group D – Water Resources - Collections


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

1.

Monorail Sytem- 1 trollley electric chain hoist

Dayton Crane

Unknown

KX-1421

2,000 lbs.

2.

Pedestal Base

Thern Crane

Model 5PT20

N/A

2,000 lbs.


City of Tempe

Group A – Municipal Utilities


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

Location: Priest Yard/Welding Shop

1.

Overhead crane/hoist

Monorail (crane)

ACCO Wright (Hoist)

Unknown

532 07 5409

6,000 lbs.

Location: Priest Yard/Fleet Services

2.

Overhead crane/Bridge crane

Demag

DGTRB

77154

10 ton

Location: Kiwanis/Fleet Services

3.

Overhead monorail crane

P&H

Beta Hevi-Lift

123468 (A1815)

Unknown


Group B – Water Utilities


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

Location: Johnny G. Martinez Water Treatment Plant

1.

Overhead (Sludge building)

R/M

SD

731163

5 ton

2.

Overhead (Sludge building)

R/M

DDS-40MT 22T

1722859501

5 ton

3.

Monorail (Sludge building)

Yale

Unknown

18402935

1 ton

4.

Jib crane (Sludge building)

Budgit

10-93A

Unknown

0.5 ton

5.

Jib crane (Sludge building)

Budgit

10-93A

Unknown

0.5 ton

6.

Overhead (Mechanics shop area)

Yale

Unknown

18402935

1 ton

7.

Overhead (Poly building)

R/M

D1-1-12M 21T

147740PL1

1 ton


 


   

Location: Kyrene Water Reclamation Facility/Influent Pump Station

8.

Monorail

ACCO-Wright

Overhead Cranes International

Unknown

533-20-7963

2 ton

9.

Bridge Crane (MBR NW)

Overhead Crane International

SX30410032P25

HFW03181

3 ton

10.

Bridge Crane (MBR SW)

Overhead Crane International

SX30410032P25

HFW03180

3 ton

11.

Gantry (Mobile)

Chukar

0036

Unknown

1 ton

12.

Monorail (Generator Building)

ACCO-Wright

344623

534-09-5667

7.5 ton

13.

Jib Crane (Anoxic Zone 1)

Thern

5123SS

5003-22006

1,400 lbs.

14.

Jib Crane (Anoxic Zone 5)

Thern

5123SS

5001-24020

1,400 lbs.

15.

Jib Crane (Screens Building Channel 1)

Thern

5123SS

5004-24019

1,400 lbs.

16.

Jib Crane (Screens Building Channel 2)

Thern

5123SS

5004-24021

1,400 lbs.

Location: South Water Treatment Plant

17.

Monorail (UV building)

Budgit

C7619

331653

2 ton

18.

Jib (N. recovery basin)

Budgit

BEH0116

317975

1 ton

19.

Jib (S. recovery basin)

Budgit

BEH0116

294452

2 ton

20.

Monorail (receiving dock)

P&H/Morris

T-Heavy Lift

611954

1 ton











Group C – Fire Medical Rescue Department


Item No.

Type

Manufacturer

Model

Serial No.

Capacity

Location: Fire Support Services

1.

Hoist/crane

CM Valustar

WR

1W-112GF

2 ton

Location: Fire Station No. 2

2.

Hoist/crane

Coffing

Unknown

EC1A217

1 ton

Location: Fire Station No. 3

3.

Hoist/crane

P&H

Unknown

65838

1 ton

4.

Hoist/crane

P&H

Unknown

65847

1 ton


WORK PROGRESS MONITORING:  The City intends to inspect each equipment item during the course of its repair.

 

RESPONSE TIMES:  Contractor shall be accessible to the City by telephone during normal business hours and shall be available at a City facility, where the unit requires repair twenty-four (24) hours of receiving the call for service.

 

DRIVER’S LICENSE:  Employees driving the Contractor's vehicles shall at all times possess and carry a valid driver’s license and/or a valid commercial driver license (CDL) as required and issued by the State of Arizona or the state which chemical(s) is shipped from. 


  • SAFETY: 

Safety:  The Contractor shall be solely and completely responsible for conditions of the job site, including safety of all persons (including employees) and property during the performance of the work.  This requirement shall apply continuously and not be limited to normal working hours.  Safety provisions shall conform to all applicable federal (including OSHA), state, county, and local laws, ordinances, codes, and regulations.  Where any of these are in conflict, the more stringent requirement shall be followed.  The Contractor's failure to thoroughly familiarize itself with the aforementioned safety provisions shall not relieve itself from compliance with the obligations in this section.

 

Prior to the start of work, Contractor and the City will perform a pre-job briefing to discuss and plan for dealing with relevant safety issues such as lockout tag-out and confined space exposures.

 

Confined Space Work:  The Contractor shall comply with all applicable federal, state, and local health and safety regulations, ordinances, and requirements.  In addition, the following requirements are applicable for City construction projects.  The Contractor shall implement a permit-required confined space program as specified under 29 CFR 1910.146 for all work that encompasses a space that 1) is large enough and so configured that an employee can bodily enter and perform assigned work; 2) has limited or restricted means for entry or exit (for example, tanks, vessels, silos, storage bins, hoppers, vaults, and pits are spaces that may have limited means of entry); and 3) is not designed for continuous employee occupancy.

 

Safety Data Sheets:  Contractor must agree to provide Safety Data Sheets (SDS) for all substances that are delivered to the City, that come under the Federal requirements of 29CFR 1910 Subpart Z- Toxic and Hazardous Substances, which includes 29CFR 1910.1200- Hazard Communication.


All Contractors using chemicals on City property shall use only the safest chemicals, with the least harmful ingredients.  These chemicals shall be approved for use by a City representative prior to bringing them on property.


Contractor shall make every attempt to apply approved chemicals with highly volatile organic compounds, outside of working hours.  Adequate ventilation shall be used at all times during the application of these approved chemicals.


In conjunction with the Occupational Safety and Health Standards, Subpart-Z Toxic and Hazardous Substances, and Section 1910.1200 Hazard Communication, Contractor are hereby informed of the presence of (or possible presence) of chemicals in the area where the work requested will be performed.  It is the responsibility of all selected Contractors to contact the City for specific information relative to the type of chemicals present and location of appropriate SDS.


  • Safety Apparel Used by Contractor Employees/Staff: Contractor’s employees/staff shall be required to wear safety apparel (i.e., eye, ear, face, protection, etc.) and appropriate clothing like long pants, long sleeve shirts, when using equipment and tools.  Monitoring of safe work performance will be performed by City staff.

  • Electrical Work: The Contractor shall comply with all applicable federal, state, and local safety and health regulations, ordinances, and requirements. The Contractor shall comply with Occupational Safety and Health Administration regulations specified in 29 CFR 1926 Subpart K - Electrical, 29 CFR 1910 Subpart S - Electrical, and 29 CFR 1910.147 The Control of Hazardous Energy (Lockout/Tagout).  In addition, the Contractor shall follow industry electrical safety requirements detailed in NFPA 70E, Standard for Electrical Safety in the Workplace.

The Contractor shall provide, upon request, a copy of its energy control procedures, energized electrical work permits, written safety and health program, or any required employee training records or certificates.

 

ADDITIONAL SERVICES:  Prior to commencement of any “Additional Services,” Contractor shall submit a written quote describing the work to be done and including a good-faith estimate of the cost.  The quote shall include as a minimum a list of repairs, subcontractor(s), and a schedule of the repairs.  Contractor shall perform additional services on a reimbursable, cost-plus basis.  Timing of any additional services shall be mutually agreed upon between the DDR and the Contractor.

 

WARRANTIES:  Contractor shall observe the highest standards of diligence and care in the performance of repair services and shall meticulously follow the standards and procedures required by the equipment manufacturer.  The Contractor further warrants that all service and replacement parts it provides shall be in strict compliance with all applicable regulations.  A minimum warranty of twelve (12) months is requested upon completion of repair services.  The warranty period shall begin after a satisfactory performance test-run and the day the City officially accepts the repairs.  Any warranty work shall be started by Contractor within twenty-four (24) hours after notification and shall be completed within seventy-two (72) hours.

 

WARRANTY OF SERVICES:  

 

“Acceptance” as used in this section, means the act of an authorized representative of the City by which the City assumes for itself, approval of specific services, as partial or complete performance of the Contract.

“Correction” as used in this section, means the elimination of a defect.  Notwithstanding inspection and acceptance by the City or any provision concerning the conclusiveness thereof, the Contractor warrants that all services performed under this Contract will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of this Contract.  The City shall give written notice of any defect or nonconformance to the Contractor within a six (6) month period from the date of acceptance by the City.  This notice shall state that the Contractor shall correct or re-perform any defective or non-conforming services at no additional cost to the City.  If the Contractor is required to correct or re-perform, it shall be at no cost to the City, and any services corrected or re-performed by the Contractor shall be subject to this clause to the same extent as work initially performed.  If the Contractor fails or refuses to correct or re-perform, the City may (by Contract or otherwise) correct or replace with similar services and charge to the Contractor the cost to correct or re-perform or make an equitable adjustment in the Contract price.


MATERIALS AND/OR EQUIPMENT:  Materials and/or equipment, furnished by the City of Mesa will be delivered or made available to the contractor(s) when necessary. The contractor(s) will be held responsible for all materials and/or equipment accepted by them and will make good any shortages, deficiencies or damages that may occur after such acceptance.

 

ADDITIONS AND DELETIONS:  The City, by written notice from the City Procurement Office to the Contractor, at any time during the term of this Contract, may add or delete equipment, locations and/or services to the list of equipment, locations and/or services to be performed. Any such written notice shall take effect on the date stated in the notice from the City.  Equipment, locations and/or services added will be subject to the Contract services and charges or rates as an item already specified in the fee schedule.  In the event the additional equipment, locations and/or service is not identical to any item already under Contract, the charges therefore will then be the Contractor’s normal and customary charges or rates for the equipment, locations, and/or services classified in the fee schedule.


 
 
 

 

LABOR RATE:  


The labor rate specified by the Contractor shall cover “ALL” labor required to repair the City’s equipment. The rate shall include all direct and indirect costs such as transportation, shop supplies, supervision, general and administrative costs and profit, etc.

All labor hours perform at Contractor or subcontractor facility must be supported with original timecards and/or contractor work order form along with final invoice.  Contractor labor hour will begin when contractor arrived at the City of Mesa facility and ends when the Contractor leaves the City of Mesa facility. (Be sure to have the Designated Department/Division Representative (DDR and/or their designated representative SIGN and write their employee ID number on the Contractor work order before the job begins, and after when finished.)


  • OPTIONAL TRAINING PROGRAMS - CRANE OPERATOR:  The City of Mesa is interested in obtaining pricing for site specific, initial crane operator training for the cranes and hoists identified previously in this bid request.  This course must include classroom instruction followed by a hands-on workshop.  The course should cover OSHA regulations, ANSI standards and manufacturers recommended practice as well as the following topics:  proper rigging, how to safely lift and lower loads, how to signal, crane and hoist inspections, rigging requirements, sling angles, and how to avoid accidents.  Special attention shall be directed toward rigging, operator required inspections, as well as operator responsibilities.  The desired course length is eight (8) hours, with an anticipated class size of up to ten (10) persons.
  •  
  • SILENCE OF SPECIFICATIONS:  The apparent silence of these specifications as to any detail, or apparent omission from it of a detailed description concerning any point, shall be defined as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality are to be used. All interpretations of these specifications shall be made on the basis of this statement.
  •  
  • POST AWARD CONFERENCE:  Subsequent to Contract execution, the Contractor(s) may be required to attend a post award conference.  The purpose of the post award conference is for the Contractor to introduce the Contract Manager to the City staff and for City staff to introduce the Contract end-users, and to discuss contract compliance.

  • PROPOSAL QUESTIONNAIRE: 

  • Proposals shall be submitted on the forms provided.
  • Proposal Questionnaires will be used to determine which proposed solution is in the best interest of the City.
  • The City is the sole judge as to determining what is in the best interest of the City.
  • If supporting documentation is required, Contractor shall provide the documentation in the sequence set forth in the Request for Proposal and ensure all technical literature and/or narrative explanations fully address the specifics of the question.
  • Vague or disorganized responses that do not allow sufficient information for evaluation purposes may result in rejection of a Proposal.
  • Support documentation must be placed in Tab D.
  •  

REQUEST FOR PROPOSAL PRICE SHEET:  

 

Proposals shall be submitted on the forms provided.

Should proposer need to provide additional information, they may do so by attaching additional sheet(s) to the proposal form.

The City is requesting a Catalog/List Price discount for additional items and services not specifically listed on the Price Sheet to successfully obtain a full line of equipment, parts, supplies, and services.  All items in the manufacturer price catalog(s) shall be available to the City at the discount(s) offered.  The discount(s) off of catalog/list or percentage mark-ups shall remain fixed for the life of the initial contract period and renewal options.

Important Information - The City of Mesa Water Resources Department holds a tax exemption certificate for equipment and repairs on items that are used to distribute water or that are used in the treatment process.


DELIVERY:  Freight On Board (FOB) to the City with all transportation charges paid.

 

INVOICING/PAYMENT:  

  •  
  • City of Mesa
  • Invoices shall be emailed to:
  • Water Resources: WaterAcctsPayable@MesaAZ.gov for the fastest processing.
  • Vendors shall not invoice for products/service items not shipped or performed, as this will delay payment of the entire invoice.
  • Invoices shall include the following:
  • delivery order (DO) #,
  • part number(s),
  • products/services descriptions,
  • list price, percent discount,
  • city cost (contract pricing),
  • if applicable freight charge and sales tax.
  • Contractor shall not invoice for items not delivered as this will delay payment of the entire invoice.
  • Contractor shall e-mail invoices to the appropriate email address above no later than five (5) to seven (7) calendar days after product/services are received by the City.
  • Payment in full shall be made to the Contractor within thirty (30) days after receipt and approval of an invoice, unless terms other than net thirty (30) days are offered as a discount, at the City’s sole discretion.


City of Tempe


  • Invoice number.  The invoice number shall not be duplicated during the life of the Contract.
  • City Contract number and Department Purchase Order number/Requisition.
  • Facility name and address where services were performed.
  • Beginning and ending service dates, and number of labor hours.
  • Detailed description of services rendered.
  • Parts or components repaired or replaced. Provide part numbers listing before and after discount. If parts are reconditioned, the costs to recondition parts must be listed.
  • Labor hours and rates.
  • Subtotal costs for parts and labor listed separately.
  • Total invoice costs.
  • All unit prices for labor and parts shall be easily identified against the quoted Contract pricing.



 


 

Respondent must utilize the below document when responding to this Solicitation and return the document in a Word format with their response.

 

When submitting your response online, in the Commodity Lines section, under Commodity Description, enter 0 in that field. 

 

Your completed attached pricing sheet (below) will be used to evaluate your response.
(instructions are specified online also)


Pursuant to all the contract specifications enumerated and described in this Solicitation, Respondent agrees to furnish OVERHEAD CRANE AND HOIST TESTING, MAINTENANCE AND REPAIR SERVICES at the price(s) stated below.


 

Vendor/Proposer Name Above


ITEM NO. 

DESCRIPTION OF REQUIRED MATERIAL, SERVICE OR CONSTRUCTION

QTY

UNIT

UNIT PRICE

Annual Inspection:

Rates shall include all direct and indirect costs such as labor, materials, transportation, shop supplies, supervision, general and administrative costs, and profit, etc.

1.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 0.5 ton to 2-ton capacity

1

Each

$

2.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 3 ton to 5-ton capacity

1

Each

$

3.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 6 ton to 8-ton capacity

1

Each

$

4.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 9 ton to 15-ton capacity

1

Each

$

5.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 16 ton to 20-ton capacity

1

Each

$

Weighted Annual Inspection and Load Testing or Re-certification (When Required or Requested):

Rates shall include all direct and indirect costs such as labor, materials, transportation, shop supplies, supervision, general and administrative costs, and profit, etc.

6.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 0.5 ton to 2-ton capacity

1

Each

$

7.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 3 ton to 5-ton capacity

1

Each

$

8.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 6 ton to 8-ton capacity

1

Each

$

9.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 9 ton to 15-ton capacity

1

Each

$

10.

Inspecting and testing including load testing for overhead hoists/cranes, monorails 16 ton to 20-ton capacity

1

Each

$

General Labor Rates:

Indicate your firm's labor rates for providing service, repairs, replacement of stationary and mobile cranes & hoists.  Labor rates shall include all direct and indirect costs such as transportation, shop supplies, supervision, general and administrative costs and profit, etc.

Labor Rate: Regular Time - 6:00 a.m. to 6:00 p.m.

11.

Mechanic, regular time

1

Hour

$

12.

Helper, regular time

1

Hour

$

Labor Rate: Overtime – Night, Weekends and City of Tempe Holidays

13.

Mechanic, overtime

1

Hour

$

14.

Helper, overtime

1

Hour

$

Parts and Materials

Contractor cost plus - markup for materials for parts and materials

Any invoices submitted must have copies attached of the Contractor’s invoices for the outside parts/services.  All materials must meet all manufacturers’ specifications

15.

Contractor mark-up

%

Optional Training Services:  

For Training Services as outlines in Scope section of this Request for Proposal.  Please provide course description and content

16.


1

Hour

$

17.


1

Hour

$

18.


1

Hour

$

19.


1

Hour

$

20.


1

Hour

$

21.


1

Hour

$

22.


1

Hour

$

21.


1

Hour

$

22.


1

Hour

$

23.


1

Hour

$


The City will add any applicable sales tax or use tax.  Sales/Use taxes should not be included in the bid prices.  Vendors who will be charging a Mesa Transaction Privilege Tax (TPT) will have a 2.00% removed from the taxable item(s) for the purpose of award evaluation (i.25).

 

DELIVERY: See Mesa Standard Terms and Conditions.

 
 
 



(Double Click Icon to Open)

 
 
 

Questionnaire Instructions


Respondents must respond to each question by using the response box provided, failure to do so may result in your firm’s response being found non-responsive.


Respondents must read and complete the Response Questionnaire of this RFP and provide any documentation required to support the answers to each question.  Vague or disorganized Responses that do not allow sufficient information for evaluation purposes may result in rejection of a Response.


If your firm has prior experience working with the City DO NOT assume this prior work is known to the evaluation committee.  All Respondents are evaluated on the information contained in their Response and presentations, if requested.  All Responses must be prepared as if the evaluation committee has no knowledge of the firm, their qualifications or past projects.


Responses to the questionnaire and related documents and exhibits are to be organized in the same sequence as presented in the questionnaire.  Supporting documents and exhibits not clearly identified to a correlating question will not be evaluated.  The evaluation committee shall have the final determination as to what is considered “clearly identified”.


How to Respond


The Respondent should provide a concise explanation of its capabilities to satisfy the requirements of this RFP, with emphasis on completeness and clarity of content.  DO NOT assume that you will have an opportunity to make a presentation or explain any item or detail.


Mandatory Minimums Qualification (PASS/FAIL)

The following requirements have been identified as mandatory minimums for this procurement.  A “No” response to any of the following questions (1 through 3) may be deemed non-responsive and the firm will be removed from the evaluation process.


1.

Has your firm been in business providing similar services for a minimum of three (3) consecutive years?

Yes

No


2.

Contractor's repair technicians shall be certified, preferably company factory-trained, and shall have a minimum of three (3) years’ experience in repair, service, maintenance, inspection and certification of the cranes and hoists to be serviced by that person. 

Yes

No


3.

Does your firm have all required Federal, State and local licenses and permits to perform the services contained in the Request for Proposal?

Yes

No



Firms Experience, and Qualifications

Item

Question

Response

1.

Describe your firm’s background, experience, and capabilities as it relates to the services required in this Request for Proposal.  Please include the number of years providing the services requested in this Request for Proposal.

 

2.

Number of years your firm has been in continuous business under the same company name and ownership providing the services required in this RFP?

 

3.

What is the address of your office from which resulting contract will be administered, from which billing will be sent to the City, and to which the City will issue payment?

 

4.

Provide the Contract Manager contact information that will be assigned to resulting contract.  The Contract Manager will be responsible for the overall management of the contract.

Response Below


Relationship Manager Name:

 


Office Phone:

 


Cellular Phone:

 


E-Mail Address:

 

5.

Do the repair technicians to be assigned to the City of Tempe contract have a minimum of three (3) years’ experience in repair, service, maintenance, inspection and certification of the cranes and hoists?

Yes

No


 

6.

Will your company perform all work for this contract in conformance with all OSHA, Federal, State, County, and City safety requirements?

Yes

No


 

7.

Will your firm and subcontractors follow OSHA requirements as outlined in 29 CFR 1910.147, Control of Hazardous Energy regulation and the latest edition of NFPA – 70E, standards for electrical safety in the workplace?

Yes

No


 

8.

Will your firm and subcontractors comply OSHA requirements as outlined in 29 CFR 1910.146, Confined Space Work?

Yes

No


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