RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 1 of 37
COLUMBUS CONSOLIDATED GOVERNMENT
Georgia’s First Consolidated Government
FINANCE DEPARTMENT
PURCHASING DIVISION
100 T
ENTH
S
TREET
,
P.
O.
B
OX
1340
C
OLUMBUS
,
G
EORGIA
31902-1340
706-225-4087,
F
AX
706-225-3033
Date
:
March 19, 2019
REQUEST
FOR BIDS:
RFB NO:
19-0034
Qualified vendors are invited to submit sealed bids, subject to conditions and
instructions as specified, for the furnishing of
:
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES
(ANNUAL CONTRACT)
GENERAL
SCOPE
Provide maintenance and repair services for athletic equipment for various departments of the
Columbus Consolidated Government on an “as needed basis”. The term of the contract shall
be for two (2) years with the option to renew for three (3) additional 12-month periods.
NON-
MANDATORY
SITE VISIT
Non-Mandatory Site Visits are scheduled for the respective departments as follows:
A) Police Department - Wednesday, March 27, 2019 at 10:00 a.m. at the Public Safety
Building (Lobby) located at 510 10
th
Street, Columbus, Georgia 31901.
B) Parks and Recreation –
Vendors can perform site visits at all Parks and Recreation
locations Monday – Friday, 11:00 am – 7:00 pm, except Haygood Gym. The Site
Visit for Haygood Gym is scheduled for: Wednesday, March 27, 2019 at 2:00
p.m. at 1152 Cusseta Road, Columbus, GA 31903.
DUE DATE
April 24, 2019 – 2:30 PM (EST)
Bids must be received and date/time stamped on or before the due date by the
Finance Department/Purchasing Division, 5
th
Floor – Government Center, 100 10
th
St,
Columbus, GA. Bids will be opened during the 3:00 PM hour in the Conference Room
of the Purchasing Division. Bidders are not required, but are invited, to attend the bid
opening.
ADDENDA
IMPORTANT INFORMATION
Any and all addenda will be posted on the Purchasing Division’s web page, at
https://www.columbusga.org/finance/purchasing/docs/opportunities/Bid_Opportunities.htm.
It is the vendors’ responsibility to periodically visit the web page for addenda before
the due date and prior to submitting a quote.
NO BID
RESPONSE
Refer to the form on page 3 if you are not interested in this invitation.
Andrea J. McCorvey
Purchasing Manager
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 2 of 37
IMPORTANT INFORMATION
e-Notification
Effective December 31, 2014, Columbus Consolidated
Government (the City) discontinued mailing postcard
notifications to its registered vendors. The City is using the
Georgia Procurement Registry e-notification system. You
must register with the Team Georgia Market Place/Georgia
Procurement Registry to receive future procurement
notifications via
http://doas.ga.gov/state-purchasing/suppliers/getting-
started-as-a-supplier
If you have any questions or encounter any problems
while registering, please contact the Team Georgia
Marketplace Procurement Helpdesk:
Telephone: 404-657-6000
Fax: 404-657-8444
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 3 of 37
STATEMENT OF "NO BID"
Complete and return this form immediately if you do not intend to Bid:
Email: [email protected]
Fax: (706) 225-3033, Attn: Sandra Chandler, Buyer
Mail: Columbus Consolidated Government
Purchasing Division
P. O. Box 1340
Columbus, GA 31902-1340
We, the undersigned decline to bid on your RFB No. 19-0034 for Athletic Equipment
Maintenance/Repair Services for the following reason(s):
___Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below)
___There is insufficient time to respond to the Invitation for Bids.
___We do not offer this product or service.
___We are unable to meet specifications.
___We are unable to meet bond requirements.
___Specifications are unclear (explain below).
___We are unable to meet insurance requirements.
___Other (specify below)
Remarks:__________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
COMPANY NAME: ________________________________________________
AGENT: ________________________________________________
DATE: ________________________________________________
TELEPHONE NUMBER: ________________________________________________
EMAIL ADDRESS: ________________________________________________
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 4 of 37
GENERAL PROVISIONS
THESE GENERAL PROVISIONS SHALL BE DEEMED AS PART OF THE BID SPECIFICATIONS. The
provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted
and amended by Council shall apply to all invitations for bids and award of all contracts and is specifically
incorporated herein by this reference. A copy of the ordinance is on file in the Purchasing Division.
1. TERM “CITY.” The term “City” as used throughout these documents will mean Consolidated Government
of Columbus, GA.
2. PREPARATION OF FORM. Bid proposals shall be submitted on the forms provided by the City. All figures
must be written in ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes
may be crossed out, corrections inserted adjacent thereto, initialed in ink by the person signing the proposal. If
there are discrepancies between unit prices quoted and extensions, the unit price will prevail. Failure to properly
sign forms, in ink, will render bid incomplete.
3. EXECUTION OF THE BID PROPOSAL. Execution of the bid proposal will indicate the bidder is familiar and
in compliance with all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc.
4. BID SUBMISSION. Fax bid submissions will not be accepted as a response to the Invitation for Bids.
Bids must be submitted in a sealed envelope or package. The exterior of the envelope or package must reference
the bidder’s name and address, the bid number, bid title, and must indicate the contents represent a “bid” or “no
bid” submission. Failure to properly identify the bid submission may result in rejection of the bid.
5. BID DUE DATE. The bid submission must arrive in the Purchasing Division on or before the stated due date
and time. Upon receipt, bids will be time and date stamped. Bids will remain sealed and secured until the stated
due date and time for the bid opening.
6. BID OPENING. The Purchasing Division Manager or Purchasing staff appointee will open bids. The bid
amount and other pertinent information as determined by the Purchasing Division Manager will be read and
recorded. The bids as recorded at the bid opening represent draft tabulation and may include incorrect price
extensions or transcription errors, and are subject to change if conflicting information is discovered during
analysis of the bid responses. A bid tabulation will be made available to bidders after extensions have been
checked and all other specification compliance has been determined. In the essence of time, bidders may not
be allowed to review bids at the bid opening. However, bidders will be allowed to make appointments to
review the bids at a later date.
7. LATE BIDS. It is the responsibility of the bidder to ensure bids are submitted by the specified due date and
time. Bids received after the stated date and time will be returned, unopened, to the bidder. The official clock to
determine the date and time will be the time/date stamp located in the Finance Department. All bids received
will be time and date stamped by the official clock. The City will not be held responsible for the late delivery of
bids due to the U.S. Mail Service, or any other courier service.
8. RECEIPT OF ONE SEALED BID. In the event only one sealed bid is received, no formal bid opening shall
take place. First, the Purchasing Division shall conduct a survey of vendors to inquire of “no bid” responses and
non-responsive vendors. If, from the survey, it is determined by the Purchasing Division that specifications need
revision, the one bid received will be returned, unopened, to the responding vendor, with a letter of explanation
and a new bid solicitation prepared. If it is determined that other vendors need to be contacted, the bid due date
will be extended, and the one bid received will remain sealed until the new bid opening date. The vendor
submitting the single bid will receive a letter of explanation. If it is determined the one bid received is from
the only responsive, responsible bidder, then the bid shall be opened by the Purchasing Division
Manager or designee, in the presence of at least one other witness. The single bid will be evaluated by
the using agency for award recommendation.
9. RECEIPT OF TIE BIDS. In the event multiple responsive, responsible bidders are tied for the lowest price
and all other terms and requirements are met by the all tied bidders, the award recommendation shall be as
follows:
a. Award to the local bidder, if one of the bidders has its principal place of business in Columbus, Georgia.
b. If all or none of the bidders has its principal place of business in Columbus, Georgia, then award the bid to
the bidder who has received the award previously.
c. If neither bidder received the award previously, and neither of the tied bidders has its principal place of
business in Columbus, Georgia, then the bid award shall be equally divided between the tied bidders.
d. If it is not feasible to divide the award, and if all or none of the tied bidders has its principal place of business
in Columbus, Georgia, and neither was awarded the bid previously, then all bids will be rejected and the bid
will be re-advertised.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 5 of 37
10. RECEIPT OF MULTIPLE BIDS. Unless otherwise stated in the bid specifications, the City will accept
one and only one bid per vendor. Any unsolicited multiple bid(s) will not be considered. If prior to the bid
opening, more than one bid is received from the same vendor, the following will occur: (1) the bidder will be
contacted and required to submit written acknowledgment of the bid to be considered; (2) the additional bid(s)
will be returned to the bidder unopened. If at the bid opening more than one bid is enclosed in a single bid
package, the City will consider the vendor non-responsive and bids will be returned to the bidder.
11. CONDITION AND PACKAGING. Unless otherwise defined in the bid specifications, it is understood and
agreed that any item offered or furnished shall be new, in current production and in first class condition, that all
containers shall be new and suitable for storage or shipment, and that prices include standard commercial
packaging.
12. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included
in the bid price. The City will pay no additional charges.
13. CORRECTION OR WITHDRAWAL OF BID/CANCELLATION OF AWARDS. Corrections or withdrawals
of inadvertently erroneous bids before or after bid opening, or cancellation of awards of contracts based on such
bid mistakes may be permitted where appropriate. Mistakes discovered before bid opening may be modified or
bid withdrawn by written notice received in the office of Purchasing prior to the time of the bid opening. After bid
opening, no changes in bid prices or other provisions of bids prejudicial to the interest of the City or fair
competition shall be permitted. In lieu of bid correction, a low bidder alleging a material mistake of fact may be
permitted to withdraw its bid if the mistake is clearly evident, or if the bidder submits evidence that clearly and
convincingly demonstrates that a mistake was made. All decisions to permit corrections or withdrawals of bids
or to cancel awards or contracts based on bid mistakes will be supported by the written determination of the
Purchasing Officer.
14. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this bid, a written
addendum will be provided to all bidders. The City is not bound by any oral representations, clarifications, or
changes made to the written specifications by City employees, unless such clarification or change is provided to
the bidders in written addendum form from the Purchasing Officer. Bidders will be required to acknowledge
receipt of the addenda (if applicable) in their sealed bid proposal. The vendor may provide an initialed copy of
each addendum or initial the appropriate area on the bid form (pricing page). Failure to acknowledge receipt of
the addenda (when applicable) will render bid incomplete. It is the bidder’s responsibility to ensure that they
have received all addenda.
15. BID EVALUATION AND AWARD. During the evaluation of bids, the City reserves the right to request
clarification of bid responses and to request the submission of references, if deemed necessary for a complete
evaluation of bid responses. Award will be made to the responsive and responsible bidder whose bid is most
economical according to criteria designated in the solicitation. The determination of the lowest responsive and
responsible bidder may involve all or some of the following factors: prices, conformity to specifications, financial
ability to meet the contract, previous performance, facilities and equipment, availability of repair parts,
experience, delivery promise, terms of payment, compatibility as required, other cost, and other objective and
accountable factors, if any, (which are further described in the specifications). The City shall be the judge of the
factors and will make the award in the best interest of the City.
16. TIME FOR CONSIDERATION. Bids must remain in effect for at least sixty (60) days after date of receipt
to allow for evaluation.
17. BID SECURITY AND PERFORMANCE BOND. Bid security (Bid Bond) shall be required for all
competitive sealed bids for construction contracts when the price is estimated by the Purchasing Officer to exceed
$10,000. Bid security shall be a bond provided by a surety company authorized to do business in the State, or
in the form of a certified check. Such bonds may also be required on construction contracts under $10,000 or
other procurement contracts when circumstances warrant. Bid security shall be in an amount equal to at least
five percent (5%) of the bid amount. The City will accept a copy of a bid bond at the bid opening. However, if a
copy of a bid bond is submitted, the bidder must submit to the Purchasing Division the identical original document
within five (5) days after the bid opening. If the original document is not received within the five (5) days,
the bid will not be considered. When a construction contract is awarded in excess of $25,000, the successful
bidder will be required to furnish a Performance Bond executed by a surety company authorized to do business
in the State. The performance bond shall be equal to one hundred percent (100%) of the price specified in the
bid.
18. SUBCONTRACTING. Should bidder intend to subcontract all or any part of the work specified, name(s)
and address(es) of sub-contractor(s) must be provided in bid proposal (use additional sheet if necessary). The
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 6 of 37
bidder shall be responsible for subcontractor(s) full compliance with the requirements of the bid specifications.
THE COLUMBUS CONSOLIDATED GOVERNMENT WILL NOT BE RESPONSIBLE FOR PAYMENTS TO
SUBCONTRACTORS.
19. DISQUALIFICATION OF BIDDERS AND REJECTION OF BIDS. Bidders may be disqualified and rejection
of bid proposals may be recommended by the City for any (but not limited) to the following reasons:
(A) Receipt after the time limit for receiving bid proposals as stated in the bid invitation.
(B) Any irregularities contrary to the General Provisions or bid specifications.
(C) Unbalanced unit price or extensions.
(D) Unbalanced value of items.
(E) Failure to use the proper forms furnished by the Consolidated Government.
(F) Failure to complete the proposal properly
(G) Omission of warranty, product literature, samples, acknowledgment of addenda or other items required to
be included with bid proposal.
(H) Failure to properly sign forms in ink.
The City reserves the right to waive any minor informality or irregularity. The City reserves the right to
reject any and all bids.
20. BRAND NAMES “OR EQUAL”. Whenever in this invitation any particular material, process and/or
equipment are indicated or specified by patent, proprietary or brand name of manufacturer, such wording will be
deemed to be used for the purpose of facilitating description of the material, process and/or equipment desired
by the City. It is not meant to eliminate bidders or restrict competition in any bid process. Any manufacturers’
names, drawings, trade names, brand names, specifications and/or catalog numbers used herein are for the
purpose of description and establishing general quality levels. Bidders may propose equivalent equipment,
services or manufacturer. Any proposal that is equivalent to or surpasses stated specifications will be considered.
Determination of equivalency shall rest solely with the City. Please Note: Due to existing equipment, specific
manufacturers may be required to facilitate compatibility.
21. ASSIGNMENT OF CONTRACTUAL RIGHTS. It is agreed that the successful bidder will not assign,
transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part
thereof, without previous consent of the City and any sureties.
22. DISCOUNTS. Terms of payments offered will be reflected in the space provided on the bid proposal form.
Cash discounts will be considered net in the bid evaluation process. All terms of payment (cash discounts) will
be taken and computed from the date of delivery of acceptable material or services, or the date of receipt of the
invoice, whichever is later.
23. TAXES. The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code
Sec. 48-8-3. Federal ID No. 58-1097948.
24. FEDERAL, STATE AND LOCAL LAWS. All bidders will comply with all Federal, State, and Local laws and
ordinances, relative to conducting business in Columbus, Georgia.
25. BID INCLUSIONS. When bid inclusions are required, such as warranty information, product
literature/specifications, references, etc. The inclusions should reference all aspects of the specific equipment
or service proposed by the bidder. Do not include general descriptive catalogs. References to literature or other
required inclusions submitted previously do not satisfy this provision. Bids found to be in non-compliance with
these requirements will be subject to rejection.
26. NON-COLLUSION. By signing and submitting this bid, bidder declares that its agents, officers or
employees have not directly or indirectly entered into any agreements, participated in any collusion or otherwise
taken any action in restraint of free competitive bidding in connection with this bid. In the event, said bidder is
found guilty of collusion, the company and agents will be removed from the City’s bid list for one full year and
any current orders will be canceled.
27. INDEMNITY. The successful bidder agrees, by entering into this contract, to defend, indemnify and hold
City harmless from any and all causes of action or claims of damages arising out or under this contract.
28. DISADVANTAGED BUSINESS ENTERPRISE. Disadvantaged Business Enterprises (minority or women
owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not
be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national
origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 7 of 37
minority business enterprises have an opportunity to participate at all levels of contracting in the performance of
City contracts to the extent practical and consistent with the efficient performance of the contract.
29. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE. The City has an Affirmative
Action Program in connection with Equal Employment Opportunities. The successful bidder will comply with all
Federal and State requirements concerning fair employment and employment of the handicapped, and
concerning the treatment of all employees, and will not discriminate between or among them by reason of race,
color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.
30. AWARDS TO LOCAL BUSINESSES. Except for construction contracts, awards will be made to
responsive and responsible local businesses proposing a cost not more than two percent (2%) above the low bid
or quote for contracts involving an expenditure of $25,000.00 or less and made to responsive and responsible
local businesses proposing a cost not more than one percent (1%) above the low bid or quote for contracts
involving an expenditure greater than $25,000.00. (Ordinance No. 95-5). **STATE OR FEDERALLY FUNDED
PROJECTS EXCLUDED**
31. RIGHT TO PROTEST. A protest with respect to an Invitation for bids or Request for Proposals shall be
submitted in writing no less than five (5) days prior to the opening of bids or the closing date of proposals to the
Purchasing Officer. If the matter is not resolved, then an appeal may be filed with the City Manager or City
Council.
32. FAILURE TO QUOTE. Vendors choosing not to submit a bid are requested to return a Statement of
“No Bid”.
33. PRODUCT/EQUIPMENT DEMONSTRATION - SITE VISIT. During the evaluation of bids, the City
reserves the right to request a demonstration or site visit of the product, equipment or service offered by a bidder.
The demonstration or site visit shall be at the expense of the bidder. Bidders who fail to provide demonstration
or site visit, as requested, will be considered non-responsive.
34. CANCELLATION PROVISIONS. When such action is in the best financial interest of the City, contracts
for supplies to be purchased or services to be rendered under an annual (term) contract basis may be canceled
and re-advertised at the discretion of the Purchasing Officer and in accordance with contract terms.
After the receipt of a product or piece of equipment, it is found that said item does not perform as specified and
required, payment for said product or equipment will be withheld. The successful vendor will be notified of the
non-performance in writing. After notification, the successful vendor will have ten (10) calendar days, from the
date of notification, to deliver product or equipment that performs satisfactorily. If a satisfactory product is not
delivered within 10 calendar days, from the notification date, the City will cancel the contract (purchase order)
and award to the next low, responsive, responsible bidder. The vendor will be responsible for the pick-up or
shipment of the unsatisfactory equipment or product.
35. QUESTIONS. Questions concerning specifications must be submitted, in writing, at least 5 (five) working
days (Monday-Friday) prior to receipt date. Questions received less than five working days prior to receipt date
will not be considered.
36. SAMPLES. When samples are required to be included with the proposal response, the bidder will be
responsible for the following:
1) Unless otherwise specified, bidders are required to submit exact samples of item(s) bid. Do not submit
sample of “like” item(s).
2) Affix an identification label to each individual sample to include bidder’s name, bid name and number.
3) Make arrangements for the return of sample after the bid award. All shipping costs will be the responsibility
of the bidder. If bidder does not make arrangements for return of sample, within 60 days after award, the sample
will be discarded.
37. GOVERNING LAW: The parties agree that this Agreement shall be governed by the laws of Georgia, both
as to interpretations and performance.
38. PAYMENT DEDUCTIONS. The City reserves the right to deduct, from payments to awarded
vendor(s),
any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees,
Occupation License Fees, Landfill fees, etc.
39. PAYMENT TERMS. The City's standard payment term is usually net 30 days, after successful receipt of
goods or services. Payment may take longer if invoice is not properly documented or not easily identifiable,
goods/services are not acceptable, or invoice is in dispute.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 8 of 37
NOTICE TO VENDORS
Columbus Council, by Ordinance 92-60 has prohibited any business that is owned by any member of Columbus Council
or the Mayor, or any business in which any member of Columbus Council or the Mayor has a substantial pecuniary interest
from submitting a bid for goods or services to the Consolidated Government of Columbus, Georgia.
Likewise, by Ordinance 92-61, no business which is owned by any member of any board, authority or commission, subordinate or
independent entity, or any business in which any member of any board, authority or commission, subordinate or independent
entity has substantial pecuniary interest may submit a bid to the Consolidated Government if such bid pertains to the board,
authority or commission.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 9 of 37
DO YOU HAVE QUESTIONS, CONCERNS OR NEED
CLARIFICATION ABOUT THIS SOLICITATION?
COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY
ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED
TO THE PURCHASING DIVISION.
ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS
SOLICITATION SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT
ORALLY OR TELEPHONICALLY ADDRESS ANY QUESTION OR
CLARIFICATION REGARDING BID/PROPOSAL SPECIFICATIONS. IF A
VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH SUCH
QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE
QUESTIONS IN WRITING.
ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE
THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT
CONTACT CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES,
EVALUATION COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH
QUESTIONS OR ANY OTHER CONCERNS ABOUT THE SOLICITATION.
QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED
TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT
A TECHNICAL QUESTION NEEDS ADDRESSING, THE PURCHASING
DIVISION WILL FORWARD SUCH TO THE USING AGENCY, WHO WILL
SUBMIT A WRITTEN RESPONSE.
THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO
THE RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE
ANY PART OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE
ISSUED TO ALL BIDDERS.
THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS,
CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN
SPECIFICATIONS BY CITY EMPLOYEES, UNLESS SUCH CLARIFICATION
OR CHANGE IS PROVIDED TO THE BIDDERS IN A WRITTEN ADDENDUM
FROM THE PURCHASING MANAGER.
BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED
“QUESTION/CLARIFICATION FAX FORM” TO FAX OR EMAIL QUESTION.
ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING
AWARD, MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING
DIVISION.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 10 of 37
QUESTION/CLARIFICATION FORM
DATE:
TO: Sandra Chandler, Buyer
Fax : (706) 225-3033
RE: Athletic Equipment Maintenance/Repair Services (Annual Contract); RFB No. 19-0034
Questions/clarification requests must be submitted at least (5) business days before the due
date:
From:
Company Name Website
Representative Email Address
Complete Address City State Zip
Telephone Number Fax Number
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 11 of 37
GENERAL SPECIFICATIONS
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES
(ANNUAL CONTRACT)
RFB No. 19-0034
I. INTENT AND SCOPE OF WORK
A. It is the intent of Columbus Consolidated Government (the City) to establish an
annual contract with a qualified contractor to provide athletic equipment
maintenance/repair services, on an “as needed” basis, for Columbus Consolidated
Government.
B. Service requirements described in these specifications are for the Police
Department and Parks and Recreation Department. However, additional
equipment and related service requirements can be added throughout the term of
the contract. The City will obtain quotes from the Contracted vendor for any
additional services.
C. Regularly Scheduled Maintenance: The awarded contractor shall conduct
regularly scheduled maintenance visits. The maintenance visits shall include the
requirements listed in the Detailed Specifications section of this document.
Additionally, the bid price for maintenance visits shall include the provision
of all labor, travel, and consumable supplies/parts consistent with the normal
wear and tear of the equipment.
D. Repairs: The awarded contractor shall also perform repairs, as needed.
Contractor shall show proof that the required repair is not consistent with the normal
wear and tear of equipment utilization. The bid price for repairs shall include: an
hourly rate during normal hours, an hourly rate for emergency (after hours) repairs,
and repair parts.
Contractor shall provide copy of invoice from which the parts were ordered. The
City reserves the option to purchase the needed parts.
All chargeable time for repairs will start at check-in, on-site, with a designated
Columbus Consolidated Government representative, and end at the completion of
work on-site with a designated Columbus Consolidated Government
representative. A copy of vendor’s check-in and check-out document will be
provided at time payment is requested.
E. All completed work shall pass inspection by Columbus Consolidated Government
personnel before acceptance and payment.
F. At the commencement of the contract, the awarded contractor shall be allowed to
make an initial assessment of the equipment to establish the service requirements
and make necessary repairs etc… to bring the equipment up to manufacturers’
standard, if needed. The contractor shall show proof that the equipment is below
manufacturers’ standard, prior to performing any repairs.
II. TERM OF CONTRACT
A. The term of the contract shall be for two (2) years, with the option to renew for
three (3) additional twelve-month periods.
Notice of intent to renew will be given to the contractor in writing by the City
Purchasing Division Director, normally sixty days before the expiration date of the
current contract. This notice shall not be deemed to commit the City to a contract
renewal.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 12 of 37
It should be noted that multi-year contracts may be continued each fiscal year only
after funding appropriations and programs approval have been granted by the
Council of the Consolidated Government of Columbus, GA. In the event the
necessary funding is not approved, the affected multi-year contract becomes null
and void, effective July 1
st
of the fiscal year for which such approval has been
denied.
B. Termination for Convenience
For the protection of both parties, either party giving 30 days’ prior notice in writing
to the other party may cancel this contract.
III. ESCALATION CLAUSE
Contract pricing shall remain fixed for the initial two (2) year term of the contract. After
the initial term, Contractor may request a price escalation by submitting a fully
documented request (i.e. documentation from manufacturers illustrating the necessity
to implement price increases). Request for price increases, without
documentation, shall not be considered. Such escalation shall not exceed a five
percent (5%) increase. The using department(s) and the Purchasing Manager will
review the request and shall approve or disapprove the increases based on budget
constraints and other price comparisons.
If for any reason the contractor has a price increase that exceeds five percent (5%),
the price increase will be evaluated on a case-by-case basis. The City and the
Contractor will have the option to discuss and make adjustments to the requested
increase. If either party declines approval of the adjustments, the contract will be
considered cancelled on the scheduled expiration date of the contract.
IV. BRAND NAMES
It is not the intent of Columbus Consolidated Government (City) to restrict competition
in any purchasing process. Any manufacturers’ names, drawings, trade names, brand
names, information and/or catalog numbers used herein are for purpose of description
and establishing general quality levels. Such references are not intended to be
restrictive; any equivalent products of any manufacturer may be offered. Any bid that
is equivalent to or surpasses these specifications will be considered; determination of
equivalency shall rest solely with the City.
V. COOPERATIVE CONTRACT PURCHASE OPTION
The City reserves the right to make purchases via any comparable Cooperative
Contract, if the contract cost is lower and meets the City’s requirements.
VI. QUESTIONS/ADDENDA
Questions and requests for clarification must be submitted within five (5) business
days of the due date (see pages 9 & 10). Changes to the specifications (if any) will
be provided in the form of an addendum, which will be posted on the web page of the
Finance Department/Purchasing Division of Columbus Consolidated Government at
https://www.columbusga.org/finance/purchasing/docs/opportunities/Bid_Opportunities
.htm. It is the vendors’ responsibility to periodically visit the web page for
addenda before the due date and prior to submitting a quote.
VII. INSURANCE
The contractor shall be required, at their own expense, to furnish to the City of
Columbus Purchasing Division, evidence showing the insurance coverage to be in
force throughout the term of the contract. Insurance requirements are listed on the
attached Insurance Checklist (Form 1). The limits shown are minimum limits.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 13 of 37
Vendor shall indicate the actual limit they will provide for each insurance
requirement. The bidder shall complete the Insurance Checklist and include with
bid response. Certificate of Insurance is acceptable. The Insurance Checklist will
indicate to the City, the bidder’s ability and agreement to provide the required
insurance, in the event of contract award.
The successful candidate shall provide the required Certificates of Insurance within 10
business days after award notification. The Certificates of Insurance will be included
with the contract documents prior to signing.
VIII. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT/E-VERIFY
In accordance with the Georgia Security and Immigration Compliance Act/E-Verify,
every public employer, every contractor of a public employer, and every subcontractor
of a public employer’s contractor must register and participate in a federal work
authorization program (see
http://www.dol.state.ga.us/spotlight/sp_sb_529_new_rules.htm). To access your E-
Verify Company Identification Number, see https://e-
verify.uscis.gov/emp/vislogin.aspx?JS=YES. A properly completed, notarized E-Verify
Affidavit (Form 2) must be included with sealed proposal; failure to do so will render
the firm’s proposal non-responsive and ineligible for further consideration.
IX. INDEMNIFICATION
The Contractor covenants to save, defend, hold harmless, and indemnify the City, and
all of its officers, departments, agencies, agents, and employees (collectively the "City")
from and against any and all claims, losses, damages, injuries, fines, penalties, costs
(including court costs and attorney’s fees), charges, liability, or exposure, however
caused, resulting from, arising out of, or in any way connected with the Contractor’s
intentional, negligent, or grossly negligent acts or omissions in performance or
nonperformance of its work called for by the Contract Documents.
X. BID SUBMISSION REQUIREMENTS:
Each bidder shall include the following information with bid submission. Bidder shall submit THE
ORIGINAL AND TWO (2) IDENTICAL COP(IES). The City reserves the right to request any omitted
information, to exclude E-Verify, WHICH DOES NOT AFFECT THE SUBMITTED BID PRICE.
Bidders shall be notified, in writing, and shall have two (2) days, after notification to submit the omitted
information (to exclude E-Verify). If the omitted information is not received within two (2) days, the
Bidder shall be deemed non-responsive and the Bid Submission will be deemed “Incomplete”:
A. Insurance: Refer to page 12, section VII, regarding Form 1
B. E-Verify/GSICA Form: Refer to page 13, section VIII, regarding Form 2
C. Bid Form Pricing Page(s) (Form 4): Submit the original and two (2) identical copies.
D. Warranty Statement: Bidder shall provide delineation of Warranty on company letterhead.
E. Provide Response Time for Emergency/After Hour Repairs
F. Provide proof of certification or approval by manufacturer to service and repair equipment.
G. Statement of Qualifications and Work Guarantee: Complete Form 5
H. Contract Signature Page: Complete Form 6
I. Addenda: Vendors must include acknowledgment of receipt of addenda (if any) in their sealed bid.
Provide an initialed copy of each addendum or initial the appropriate area on bid form (pricing page).
Addenda will be posted at
https://www.columbusga.org/finance/purchasing/docs/opportunities/Bid_Opportunities.htm. Vendors
are responsible for periodically visiting the web page, to check for addenda, prior to the bid
due date and before submitting a bid.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 14 of 37
THE FOLLOWING ITEMS WILL BE REQUIRED OF THE AWARDED VENDOR(S) PRIOR TO
CONTRACT SIGNING OR ISSUANCE OF PURCHASE ORDER. AFTER NOTIFICATION, THE
AWARDED VENDOR(S) WILL HAVE FIVE (5) BUSINESS DAYS TO PROVIDE THE
INFORMATION BELOW, OR THE NEXT RESPONSIVE, RESPONSIBLE BIDDER WILL BE
RECOMMENDED FOR AWARD.
1) Business License: Vendors located in Muscogee County shall submit a current copy of their
City of Columbus Business License (Occupation License). If the business is not located in
Muscogee County and has proof of being properly licensed by a municipality in Georgia, and
paid applicable occupation taxes in that city, the vendor will not be required to pay occupation
taxes in Columbus, Georgia.
If the business location is not in Georgia, vendor must provide a current copy of their active
Articles of Incorporation from the State and/or a current business license from the City/State
in which business is located.
If you have questions regarding this requirement, please contact Yvonne Ivey, Revenue
Manager: 706-225-3091.
2) W-9 Request for Taxpayer Identification Number and Certification (Form 3)
Bids must be delivered sealed in an envelope or package. The envelope or package
should reference the bidder’s name, full address and the bid number and/or bid name.
Mail or hand-deliver bid to:
Columbus Consolidated Government
Purchasing Division
RE: RFB No. 19-0034 – Athletic Equipment Maintenance/Repair Services
(Annual Contract)
(Mail) P. O. Box 1340 (Deliver) 5
th
Floor – Finance Department
Columbus, GA 31902-1340 100 10
th
Street
Columbus, Georgia 31901
BIDS MUST REACH THE OFFICE OF THE PURCHASING DIVISION NO LATER THAN 2:30
PM ON BID OPENING DATE. BIDS RECEIVED AFTER 2:30 PM WILL NOT BE ACCEPTED
UNDER ANY CIRCUMSTANCES.
XI. AWARD/ORDERING/DELIVERY/INVOICE
A. Award: The City may award the contract to one vendor or make an award by
sections to multiple vendors, whichever is in the best interest of the City. The City
reserves the right to reject any and all bids if not submitted according to
specifications.
B. Ordering: The items will be procured on an “as needed” basis by purchase order.
C. Delivery: All shipping, delivery, and/or freight charges must be included in the
Unit Price. Columbus Consolidated Government will pay no additional shipping,
delivery, and/or freight charges. Deliveries shall be made to the applicable
address.
D. Invoices: After receipt of goods/services and upon satisfactory delivery, the
successful vendor shall forward invoice(s) to the following address:
Columbus Consolidate Government
Accounting Division
P. O. Box 1340
Columbus, Georgia 31902-1340
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 15 of 37
The invoice(s) shall reference the bid number (RFB No. 19-0034) and/or purchase
order number.
XII. TERMINATION OF CONTRACT
A. Default: If the contractor refuses or fails to perform any of the provision of this
contract with such diligence as will ensure its completion within the time specified in this
contract, or any extension thereof, otherwise fails to timely satisfy the contract
provisions, or commits any other substantial breach of this contract, the Purchasing
Division Director may notify the contractor in writing of the delay or non-performance
and if not cured within ten (10) days or any longer time specified in writing by the
Purchasing Division Director, such director may terminate the contractor's right to
proceed with the contract or such part of the contract as to which there has been delay
or a failure to properly perform.
In the event of termination in whole or in part the Purchasing Division Director may
procure similar supplies or services, from other sources, in a manner and upon terms
deeded appropriate by the Purchasing Division Director. The contractor shall continue
performance of the contract to the extent it is not terminated and shall be liable for
excess costs incurred in procuring similar goods or
services.
B. Compensation: Payment for completed services delivered and accepted by the City
shall be at the contract price. The City may withhold from amounts due the contractor
such sums as the Purchasing Division Director deem necessary to protect the City
against loss because of outstanding liens or claims of former lien holders and to
reimburse the City for the excess costs incurred in procuring similar goods and services.
C. Excuses for Nonperformance or Delayed Performances: Except with respect to
defaults of subcontractors, the contractor shall not be in default by reason of any failure
in performance of this contract in accordance with its terms, if the contractor has notified
the Purchasing Division Director within 15 days after the cause of the delay and the
failure arises out of causes such as: acts of God; acts of public enemy; acts of the City
and any other governmental entity in its sovereign or contractual capacity; fires; floods;
epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or
unusually severe weather. If the failure to perform is caused by the failure of a
subcontractor to perform or to make progress, and if such failure arises out of causes
similar to those set forth above, the contractor shall not be deeded in default, unless the
supplies or services to be furnished by the subcontractor were reasonably obtainable
from other sources in sufficient time to permit the vendor to meet the contract
requirements.
Upon request of the vendor, the Purchasing Division Director shall ascertain the facts
and extent of such failure, and, if such director determines that any failure to perform
was occasioned by any one or more of the excusable causes, and that, but for the
excusable cause, the contractor's progress and performance would have met the
terms of the contact, the delivery schedule shall be revised accordingly.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 16 of 37
DETAILED SPECIFICATIONS
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES
(ANNUAL CONTRACT)
RFB No. 19-0034
A. POLICE DEPARTMENT:
The Police Department will require services for equipment housed in the gym at the Public
Safety Building, 510 10th Street, Columbus, Georgia, 31901. The gym in the Public Safety
Building is available for use by all employees of the Consolidated Government, and because
of the constant use, the equipment must be inspected and maintained by a professional
service company. The gym is open for use 24 hours a day, 7 days a week.
1.0 Current Equipment List
Description Quantity
Stex brand treadmills 4
Stex brand elliptical machines 4
Stex brand recumbent bikes 2
Non Powered stationary bikes 2
Separate Strength Training Workout Stations,
consisting of separate and different types of
equipment made by ProMaxima
16
Free weight work out stations from
ProMaxima
10
2.0 Cardio Equipment Maintenance
The following describes the maintenance/repairs requirements for the cardio equipment:
A. Inspect each piece of equipment for any missing parts.
B. Remove necessary hoods and / or shrouds for visual inspection.
C. Blow and clean out dust collecting on electrical parts and vacuum.
D. Vacuum under equipment and around all equipment as needed and clean other
dust and grime off of equipment.
E. Inspect all belts, chains, bearings, etc.
F. Check all fuses / circuit breakers for proper operation.
G. Check walking belt on treadmills for proper traction and tension as well as belt and
deck wear.
H. Perform necessary test(s) to make sure the treadmills have enough amperage to
perform properly without overheating.
I. Make sure all connections are secure on lower electronics.
J. Recalibrate equipment when applicable.
K. Lubricate walking belt if needed.
L. Lubricate worn gear on incline motor if needed.
M. Dress the drive belt(s) if needed.
N. Inspect, check operation of safety stop button or switch.
O. Check electronics and display console for proper operation.
P. Tighten hardware where necessary on exercise bikes.
Q. Inspect, adjust, and clean seats and pedals on exercise bikes.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 17 of 37
3.0 Strength Equipment Maintenance
The following describes the maintenance/repairs requirements for the strength
equipment:
A. Inspect all cables and belts.
B. Inspect upholstery on pads and equipment.
C. Inspect adjustable seating and supports.
D. Use all machines in an attempt to locate loose or noisy components, and to make
sure each piece of equipment is working properly.
E. Tighten and / or lubricate any loose or noisy components.
F. Clean guide rods and lubricate with proper lubricant.
G. Check for any parts that are in need of immediate replacement.
H. Advise Property and Evidence Unit of any part(s) that needs replacing and may be
a danger to use.
4.0 MAINTENANCE SCHEDULE
A. Contractor shall provide routine maintenance at the Public Safety gym on a
quarterly basis. Contractor shall communicate with the Command Sergeant of
Property & Evidence to establish a schedule.
B. Contractor shall document all maintenance and repair visits, and provide complete
historical documentation of work performed and cost associated with repair of each
piece of equipment.
C. Contractor shall make repairs on equipment within 30 days unless parts are
unavailable and must be ordered. Proof of part availability must be provided, if an
order.
B. PARKS AND RECREATION:
The Parks and Recreation Department will require services for equipment housed in
Recreation Centers located throughout the City. This equipment is utilized by the Citizens of
Columbus, Georgia and must be periodically inspected and kept in working order.
1.0 Current Equipment List by Location
LOCATION EQUIPMENT
29th Street Recreation Center:
501 29th Street | 31904
1. Hoist H-4400 Fitness Systems Lap Pulldown Toe
Raise Leg Press H-4400 Power Rider Image 9.5
2. Hi -- Lo Pulley- Bench Press Single Arm Exercise-
Hpa-2 Press Arm Option
3. Lower Body Exercise- Leg & Torso Exercise
4. Pacemaster Treadmill - Platinum Proclub
5. 2-Nautilus Sport Series NR3000
6. 1--Airbike 955
Fluellen Recreation Center:
2824 8th Street | 31906
1. STEX (Sport Technology Expert) Treadmill: Model No:
STEX 8025TW - Serial No: 8DTNVAZ 031
2. Pro Form Crosswalk 405e Treadmill: Model No:
831.24633.0 - Serial No: U13369530
3. Pro Maxima Multi-Gym Unit: Model No: P-130D -
Serial No: none
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 18 of 37
LOCATION EQUIPMENT
Fox Senior Center:
3720 5th Ave | 31904
1. Treadmill: Image 17.5 S - Model No. IMTL49606.0 -
Serial No. U153546470
Manufacture Date 12/06
Frank Chester Recreation
Center:
1441 Benning Drive | 31903
1. TREADMILL: Model: Sports Art 6006 - Serial no.:
6005 I25N 0027
2. EXERCISE BIKE: Model: Sports Art 5005
3. TREADMILL: Model: Pace Master Pro Club - Serial
no.: 711L96784
Gallops Senior Center:
1212 15th St | 31901
1. Nordic Track Treadmill: Model # T8 - Serial #
D6M24987R
2. Sportcraft Treadmill: Model # TX350 - Serial # 04001
Haygood Gym:
1152 Cusseta Road | 31903
1. Raptor Pro Maxima: Leg Extensions
Seated Hi Pull down
90-Degree Chest
Abdominal Crunch
Arm Curl
2. Weslo Elliptical: WLEL2013.0 - T31G05906
3. Pacific Shoulder Press 28578
4. York USA Abdominal Crunch
5. York USA Butterfly
6. Treadmill: STEX - STEX8025TW - 8DTOTZ1 256
7. Schwinn Bike 203
Northside Recreation Center:
2010 American Way| 31908
1. Treadmill: Sports Art 6005 - Model #-6005 Series -
Serial #-6005h27n0020
2. Treadmill: Promaxima - Model #-95071 - Serial #-
711l96782
3. Stationary Bike-Sports Art: Model #-5005 - Serial #-
None Found On Equipment
4. Stationary Bike-Sports Art: Model #-5005 - Serial #-
None Found On Equipment
5. Nautilus Weight Equipment: No Model Number Or
Serial Number Found
Psalmond Road Recreation
Center:
6550 Psalmond Road | 31820
1. Treadmill: Pacemaster Proclub - Serial # 711L96765
2. Universal Weight machine: Promaxima - Serial # P205
Shirley Winston Recreation
Center:
5033 Steam Mill Road | 31907
1. Treadmill (Pace Master, Mode l711L967500)
Platinum Proclub
2. “Two” Patented By Sports Art 5005 -5005D18M0003
3. Pro Maxima "Fitness Gym"
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 19 of 37
2.0 Cardio Equipment Maintenance
The following describes the maintenance/repairs requirements for the cardio
equipment:
A. Inspect each piece of equipment for any missing parts.
B. Remove necessary hoods and / or shrouds for visual inspection.
C. Blow and clean out dust collecting on electrical parts and vacuum.
D. Vacuum under equipment and around all equipment as needed and clean other
dust and grime off of equipment.
E. Inspect all belts, chains, bearings, etc.
F. Check all fuses / circuit breakers for proper operation.
G. Check walking belt on treadmills for proper tracking and tension as well as belt and
deck wear.
H. Perform necessary test(s) to make sure the treadmills have enough amperage to
perform properly without overheating.
I. Make sure all connections are secure on lower electronics.
J. Recalibrate equipment when applicable.
K. Lubricate walking belt if needed.
L. Lubricate worn gear on incline motor if needed.
M. Dress the drive belt(s) if needed.
N. Inspect, check operation of safety stop button or switch.
O. Check electronics and display console for proper operation.
P. Tighten hardware where necessary on exercise bikes.
Q. Inspect, adjust, and clean seats and pedals on exercise bikes.
3.0 Strength Equipment Maintenance
The following describes the maintenance/repairs requirements for the strength
equipment:
A. Inspect all cables and belts.
B. Inspect upholstery on pads and equipment.
C. Inspect adjustable seating and supports.
D. Use all machines in an attempt to locate loose or noisy components, and to make
sure each piece of equipment is working properly.
E. Tighten and / or lubricate any loose or noisy components.
F. Clean guide rods and lubricate with proper lubricant.
G. Check for any parts that are in need of immediate replacement.
H. Advise Parks and Recreation staff of any part(s) that needs replacing and may be
a danger to use.
4.0 MAINTENANCE SCHEDULE
A. Contractor shall provide routine maintenance at Parks and Recreation locations on
a quarterly basis. (At the beginning of the contract, Parks and Recreation Staff will
establish maintenance schedule with Contractor)
B. Contractor shall document all maintenance and repair visits, and provide complete
historical documentation of work performed and cost associated with repair of each
piece of equipment.
C. Contractor shall make repairs on equipment within 30 days unless parts are
unavailable and must be ordered. Proof of part availability must be provided, if on
order.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 20 of 37
C. SITE VISITS
If desired, Vendors can perform site visits. The purpose of the site visits is for vendors
to view the equipment at the various locations. Any questions resulting from the site
visits must be submitted in writing to the Purchasing Division (Please see Page 9, “Do
You Have Questions…”). The City will not be bound by any oral interpretations
provided by any City Employee during the Site Visits. For security purposes, Vendors
must complete the site visit Attendance form for the Police Department Public Safety
Building and for Haygood as described below. Site Visits may take place as follows:
A. Police Department: For security purposes, there will be one site visit for the Gym
scheduled for Wednesday, March 27, 2019 at 10:00 a.m. at the Public Safety
Building (Lobby)
located at 510 10
th
Street, Columbus, Georgia 31901. In order
to determine how many vendors to expect, vendors must complete the Site Visit
Attendance form on Page 21.
B. Parks and Recreation: Vendors can perform site visits at all Parks and Recreation
locations Monday – Friday, 11:00 am – 7:00 pm, except Haygood Gym.
Addresses for these locations can be found on Pages 17-18, Section B, Parks &
Recreation.
The Site Visit for Haygood Gym is scheduled for: Wednesday, March 27, 2019
at 2:00 pm at 1152 Cusseta Road, Columbus, GA 31903. In order to
determine how many vendors to expect, vendors must complete the Site Visit
Attendance form on Page 22.
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 21 of 37
PUBLIC SAFETY BUILDING
SITE VISIT
ATTENDANCE CONFIRMATION
FAX FORM
Date:
To: Sandra Chandler, Buyer
Fax No. (706) 225-3033
Re: RFB NO. 19-0034 – Athletic Equipment Maintenance/Repair Services (Annual Contract)
If attending the site visit at the Public Safety Building, please complete and submit this form prior
to the site visit. Completing and submitting this form enables the Department to determine how
many vendors to expect. Vendors shall convene in the Lobby of the Public Safety Building.
-------------------------------------
I will attend Site Visit for the PUBLIC SAFETY BUILDING, scheduled at 10:00 AM
(Eastern) on Wednesday, March 27, 2019.
Vendors shall convene in the lobby of the Public Safety Building located at 510 10th Street, Columbus,
Georgia 31901. For Security purposes Vendors will be allowed a 10-minute grace period. Any vendor
who is not present in lobby within 10 minutes after the time slated for the beginning of the site visit shall
forfeit the site visit, however, they will still be able to submit a bid.
The purpose of the Site Visit is for vendors to view the equipment and the area only. Any questions
resulting from the Site Visit must be submitted in writing. The City will not be bound by any oral
interpretations provided by City employees during the Site Visit. Vendors must notify Sandra
Chandler, Buyer via email, [email protected] or fax number (706) 225-3033, to confirm
attendance at the site visit.
FROM:
Company Name Website (if applicable)
Contact Person Email Address
Mailing Address City State Zip
Telephone Number Fax Number
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 22 of 37
HAYGOOD GYM
SITE VISIT
ATTENDANCE CONFIRMATION
FAX FORM
Date:
To: Sandra Chandler, Buyer
Fax No. (706) 225-3033
Re: RFB NO. 19-0034 – Athletic Equipment Maintenance/Repair Services (Annual Contract)
If attending the site visit at Haygood Gym, please complete and submit this form prior to the site
visit. Completing and submitting this form enables the Department to determine how many
vendors to expect.
-------------------------------------
I will attend Site Visit for the HAYGOOD GYM scheduled at 2:00 PM (Eastern) on
Wednesday, March 27, 2019.
Vendors shall convene at Haygood Gym located at 1152 Cusseta Road, Columbus, GA 31903. For
Security purposes Vendors will be allowed a 10-minute grace period. Any vendor who is not present in
lobby within 10 minutes after the time slated for the beginning of the site visit shall forfeit the site visit,
however, they will still be able to submit a bid. This form will provide the Department an idea of how
many to expect for the site visit.
The purpose of the Site Visit is for vendors to view the equipment and the area only. Any questions
resulting from the Site Visit must be submitted in writing. The city will not be bound by any oral
interpretations provided by City Staff. Vendors must notify Sandra Chandler, Buyer via email,
[email protected] or fax number (706) 225-3033, to confirm attendance at the site visit
and to submit questions.
FROM:
Company Name Website (if applicable)
Contact Person Email Address
Mailing Address City State Zip
Telephone Number Fax Number
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 23 of 37
FORM 1
SOLICITATION ID: RFB NO. 19-0034
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES
INSURANCE CHECKLIST
CERTIFICATE OF INSURANCE MUST SHOW ALL
COVERAGE AND ENDORSEMENTS INDICATED BY "X"
CSL = Combined Single Limit; BI = Bodily Injury; PD=Property Damage
Required Coverage(s) Limits
(Figures denote minimums)
Bidders
Limits/Response
X 1. Worker’s Compensation and
Employer’s Liability
STATUTORY
REQUIREMENTS
Comprehensive General Liability:
X
2. General Liability
Premises/Operations
$1 Million CSL BI/PD each
occurrence, $1 Million annual
aggregate
X
3. Independent Contractors and Sub
- Contractors
$1 Million CSL BI/PD each
occurrence, $1 Million annual
aggregate
4. Products Liability
$1 Million CSL BI/PD each
occurrence, $1 Million annual
aggregate
X
5. Completed Operations $1 Million CSL BI/PD each
occurrence, $1 Million annual
aggregate
X
6. Contractual Liability (Must be
shown on Certificate)
$ 1 Million CSL BI/PD each
occurrence, $1 Million annual
aggregate
Automobile Liability:
X
7. Owned/Hired/Non-Owned
Vehicles/ Employer non-ownership
$1 Million BI/PD each Accident,
Uninsured Motorist
Other:
8. Miscellaneous Errors and
Omissions
$1 Million per occurrence/claim
9. Umbrella/Excess Liability $1 Million Bodily Injury,
Property Damage and Personal
Injury
10. Personal and Advertising Injury
Liability
$1 Million each offense, $1
Million annual aggregate
11. Professional Liability $1 Million per occurrence/claim
12. Architects and Engineers $1 Million per occurrence/claim
13. Asbestos Removal Liability $2 Million per occurrence/claim
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 24 of 37
Required Coverage(s) Limits
(Figures denote minimums)
Bidders
Limits/Response
14. Medical Malpractice $1 Million per occurrence/claim
15. Medical Professional Liability $1 Million per occurrence/claim
16. Dishonesty Bond
17. Builder’s Risk Provide Coverage in the full
amount of contract
18. XCU (Explosive, Collapse,
Underground) Coverage
19. USL&H (Long Shore Harbor
Worker’s Compensation Act)
20. Contractor Pollution Liability $2 Million per occurrence/claim
21. Environmental Impairment
Liability
$2 Million per occurrence/claim
X
22. Carrier Rating shall be Best’s Rating of A-VII or its equivalents
X
23. Notice of Cancellation, non-renewal or material change in coverage
shall be provided to City at least 30 days prior to action.
X
24. The City shall be named Additional Insured on all policies
X
25. Certificate of Insurance shall show Bid Number and Bid Title
26. Pollution: $2 Million per occurrence/claim
*If offeror’s employees will be using their privately-owned vehicles while working on this contract and are
privately insured, please state that fact in the Bidders Limits/Response column of the insurance checklist.
BIDDER’S STATEMENT:
If awarded the contract, I will comply with contract insurance requirements and provide the required
Certificate(s).
BIDDER NAME:
AUTH. SIGNATURE:
***COMPLETE THIS PAGE AND RETURN WITH BID***
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 25 of 37
VENDOR INFORMATION REGARDING
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE
and
House Bill 87, also known as,
The Illegal Immigration Reform and Enforcement Act of 2011
Section 3 of House Bill 87 amends O.C.G.A. §13-10-91.
O.C.G.A. §13-10-91(b)(1) states, in part, “A public employer shall not enter
into a contract … for the physical performance of services unless the
contractor registers and participates in the federal work authorization
program.”
Accordingly, the affidavits on the pages that follow relate to documentation you must
provide the City.
All contractors must complete the attached “CONTRACTOR AFFIDAVIT”****.
Additionally, if you utilize subcontractors, they must complete the “SUBCONTRACTOR
AFFIDAVIT” and or the “SUB-SUBCONTRACTOR AFFIDAVIT.”
***In lieu of the affidavit required by this subsection, a contractor, subcontractor, or sub-
subcontractor who has no employees and does not hire or intend to hire employees for purposes
of satisfying or completing the terms and conditions of any part or all of the original contract
with the public employer shall instead provide a copy of the state issued driver's license or state
issued identification card of such contracting party and a copy of the state issued driver's license
or identification card of each independent contractor utilized in the satisfaction of part or all of
the original contract with a public employer. A driver's license or identification card shall only
be accepted in lieu of an affidavit if it is issued by a state within the United States and such
state verifies lawful immigration status prior to issuing a driver's license or identification card.
Information is available at: http://www.dol.state.ga.us/spotlight/sp_sb_529_new_rules.htm
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 26 of 37
"GEORGIA SECURITY AND IMMIGRATION COMPLIANCE"
Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services on behalf of Columbus Consolidated Government has registered with, is authorized
to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §
13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization
program throughout the contract period and the undersigned contractor will contract for the physical
performance of services in satisfaction of such contract only with subcontractors who present an affidavit to
the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its
federal work authorization user identification number and date of authorization are as follows:
______________________________________________________________________
Company ID Number (numerical, 4-7 digits) Date of Authorization
**See https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES to access your E-Verify Company Identification
Number.
_________________________________
Date of Authorization
_________________________________
Name of Contractor
Athletic Equipment Maintenance/Repair Services; RFB No. 19-0034
Name of Project
Columbus Consolidated Government
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 201__ in ________________(city), ______(state).
_________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE ______ DAY OF ______________, 201__.
_________________________________
NOTARY PUBLIC
My Commission Expires: _________________________________
A properly completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to
do so will render the firm’s proposal non-responsive and ineligible for further consideration.
FORM 2
RFB No. 19-0034 Athletic Equipment Maintenance/Repair Services Page 27 of 37
"GEORGIA SECURITY AND IMMIGRATION COMPLIANCE"
Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4)
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. §
13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the
physical performance of services under a contract for
_______________________________________________________________
(Name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of
contract) and
________________________________________________________
(Name of Contractor)
on behalf of Columbus Consolidated Government has registered with, is authorized to use and uses
the federal work authorization program commonly known as E-Verify, or any subsequent replacement
program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-
91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization
program throughout the contract period and the undersigned sub-subcontractor will contract for the
physical performance of services in satisfaction of such contract only with sub-subcontractors who
present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b).
The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to
_______________________________________________________________________________
(Name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract)
Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit
from a sub-subcontractor to
_______________________________________________________________________________
(Name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of
contract)
Sub-subcontractor hereby attests that its federal work authorization user identification number and
date of authorization are as follows:
_________________________________
Federal Work Authorization User Identification Number
_________________________________
Date of Authorization
_________________________________
Name of Sub-subcontractor
Athletic Equipment Maintenance/Repair Services; RFB No. 19-0034
Name of Project
Columbus Consolidated Government
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 201__ in ___________(city), ____________(state).
________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE ______ DAY OF ______________,201__.
_________________________________
NOTARY PUBLIC
My Commission Expires: ________________________________
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FORM 3
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FORM 4
BID FORM
RFB NO. 19-0034
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES (ANNUAL CONTRACT)
The undersigned hereby declares that he has/they have carefully examined the specifications herein referred
to and will provide all services and terms of the Columbus Consolidated Government as follows:
REGULARLY SCHEDULED MAINTENANCE COSTS
The bid price for regularly scheduled maintenance visits shall include the provision of all labor, travel,
and consumable supplies/parts consistent with the normal wear and tear of the equipment.
Police Department:
Quarterly Maintenance Cost
$ /per Quarter
Parks and Recreation:
Quarterly Maintenance Cost
$
/per Quarter
REPAIR COSTS
Labor/Repair Rate Cost
Hourly Rate $ /per hour
After Hours/Emergency Repairs $ /per hour
PARTS:
Parts will be at cost. Yes No
If no, please explain.
*If additional costs are associated with this bid, vendors must delineate additional cost as an
attachment to the Bid Form.
IMPORTANT INFORMATION
PLEASE SUBMIT ONE (1) ORIGINAL AND TWO (2) IDENTICAL COPIES OF BID
By signing this Bid Form, the authorized representative understands the City reserves the right to request any
omitted information, WHICH DOES NOT AFFECT THE SUBMITTED BID PRICE. Bidders shall be notified,
in writing, and shall have two (2) days, after notification to submit the omitted information, to exclude E-Verify.
If the omitted information is not received within two (2) days, the Bidder shall be deemed non-responsive and
the Bid Submission will be deemed “Incomplete”.
Use the following check-list below to verify the items are included in sealed bid:
□ Insurance (Form 1) □ E-Verify (Form 2) □ Bid Form (Form 4)
□ Warranty Statement □ Proof of Certification □ Qualifications and Work Guarantee (Form 5)
□ Response Time for Emergency/After Hour Repairs □ Contract Signature Page (Form 6)
Initial below to acknowledge receipt of the following addenda (if any):
Addendum No. 1 _____ Addendum No. 2 ______ Addendum No. 3 ______
If certified as a Disadvantaged Business Enterprise, please list the certifying Agency:
Company Name Authorized Signature Date
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FORM 5
RFB NO. 19-0034
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES (ANNUAL CONTRACT)
STATEMENT OF QUALIFICATIONS & WORK GUARANTEE
(Provide on Company Letterhead)
The work to be accomplished under this Contract requires mechanical expertise. The following information
shall be provided to allow the City to determine whether the vendor is qualified to perform the work specified:
1. Company Name: _____________________________________________________________
2. Permanent Main Office Address: _________________________________________________
3. When was company organized? If a Corporation, when/where incorporated? ______________
4. How many years have you been engaged in this type of service under your present
company/trade name? __
5. List major equipment available for this project.
6. List certified technicians that will be assigned this project and their qualifications.
7. List at least 3 similar projects for which similar services have been provided. The references shall include
the business name, address, contact person, e-mail address, telephone and fax numbers.
Name/Address Contact Name/E-mail Address Telephone/Fax Numbers
1)
2)
3)
8. Have you ever failed to complete a project and/or defaulted on a contract? If so specify when, where, and
with whom: __
_______
9. Provide statement of Warranty and Guarantee of Work? __
__
_
Company Name Authorized Signature Date
*PLEASE ATTACH SHEET(S), IF ADDITIONAL SPACE IS NEEDED.
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FORM 6
CONTRACT SIGNATURE PAGE
ATHLETIC EQUIPMENT MAINTENANCE/REPAIR SERVICES
(ANNUAL CONTRACT)
RFB No. 19-0034
The undersigned hereby declares that he has/they have carefully examined the specifications herein
referred to and will provide all equipment, terms and services of the Columbus Consolidated Government.
By:
Witness as to the signing of the contract Signature of Authorized Representative Date
Witness as to the signing of the contract Print Name and Title of Signatory
(Corporate seal, if applicable)
Company:
Company Ordering Address Company Payment Address
Contact: Contact:
Contact Email Contact Email
Telephone Fax Telephone: Fax
CONSOLIDATED GOVERNMENT OF COLUMBUS, GEORGIA
Accepted this day of 20 APPROVED AS TO LEGAL FORM:
Isaiah Hugley, City Manager Clifton C. Fay, City Attorney
ATTEST:
Sandra T. Davis, Clerk of Council
**COMPLETE AND RETURN THIS PAGE WITH SEALED RESPONSE**
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CHECKLIST
Athletic Equipment Maintenance/Repair Services
RFB No. 19-0034
CHECK OFF EACH ITEM AS THE NECESSARY ACTION IS COMPLETED:
1. THE CONTRACT SIGNATURE PAGE HAS BEEN SIGNED.
2. PRICING HAS BEEN CHECKED.
3. ADDENDA (IF ANY) HAVE BEEN SIGNED.
4. ALL SUBMISSION REQUIREMENTS ARE INCLUDED.
5. ONE (1) ORIGINAL AND TWO (2) COPIES ARE ENCLOSED.
6. THE MAILING ENVELOPE HAS BEEN ADDRESSED TO:
Columbus Consolidated Government
Purchasing Division – Attn: Sandra Chandler
5
th
Floor, Tower Bldg.
100 10
th
Street
Columbus, Georgia 31901
7. THE EXTERIOR OF THE MAILING ENVELOPE HAS BEEN SEALED AND MARKED WITH
THE:
BID TITLE:
Athletic Equipment Maintenance/Repair Services (Annual Contract)
BID NUMBER:
RFB 19-0034
OPENING DATE:
April 24, 2019
CONTACT INFORMATION:
Bidder’s Name, Address, Phone Number and/or Email Address.
♽ PLEASE CONSIDER THE ENVIRONMENT ♽
Please ONLY submit what is required; keep the remaining pages of this document for your records/recycle
* Opening date subject to change by Addendum
This checklist is for informative purposes only and is not intended to be a part of the formal bid document.
