REQUEST FOR PROPOSALS HYDRAULIC ELEVATOR MODERNIZATION Prepared By: Ellis County Administration 718 Main Street P.O. Box 720 Hays, KS 67601 Contact: Greg Erbert Lead Facilities Maintenance Technician (785) 639-2646
REQUEST FOR PROPOSALS September 19, 2017 Ellis County Buildings & Grounds Division is reissuing a Request for Sealed Proposals (RFP) for Hydraulic Elevator Modernization. Sealed Proposals: Vendor will deliver one (1) original and two (2) copies to the following address: Ellis County Administrative Center Attention: Greg Erbert 718 Main Street Hays, KS 67601 by 12:00 noon on MONDAY, OCTOBER 9, 2017 Proposals received after the above cited time will be considered late and are not acceptable unless waived by the County Administrator. Please use the attached self-addressed label or the envelope must be clearly marked SEALED RFP ELEVATOR MODERNIZATION. Please direct purchasing and procedural questions regarding this RFP to Phil Smith-Hanes at 785-621-1735 or email psh@ellisco.net. Please direct technical questions regarding this RFP to Greg Erbert at 785-639-2646 or email gerbert@ellisco.net. Thank you for your interest.
I. PROPOSAL Purpose of RFP: Ellis County Buildings & Grounds is requesting vendors to submit proposals for the modernization of a Dover Hydraulic Elevator located within the Law Enforcement Center in the City of Hays, Kansas. A prior RFP resulted in costs that were unacceptable to the County; this RFP contains a reduced scope of work. Proposal Terms: A. Ellis County reserves the right to reject any and all proposals received as a result of this RFP. If a proposal is selected, it will be the most advantageous regarding price, quality of service, the vendor s qualifications and capabilities to provide the specified service, and other factors which Ellis County may consider. The County does not intend to award a contract fully on the basis of any response made to the RFP; the County reserves the right to consider proposals for modifications at any time before a contract would be awarded, and negotiations would be undertaken with that proposer whose proposal is deemed to best meet the County s specifications and needs. B. Proposals must be signed by an official authorized to bind the proposer to its provisions for at least a period of 90 days. Failure of the successful proposer to accept the obligation of the contract may result in the cancellation of any award. C. In the event it becomes necessary to revise any part of the RFP, addenda will be provided. Deadlines for submission of the responses may be adjusted to allow for revisions. D. The response must include the Proposal Sheet and Signature Page attached hereto (pages 5 and 6 of this document), together with any other materials regarding the proposer s background or qualifications that the proposer wishes the County to consider in making its award. To be considered, an original proposal and two copies must be at the Administrative Center on or before the date and time specified. E. The County reserves the right to reject any or all proposals, to waive or not waive informalities or irregularities in proposals or proposal procedures, and to accept or further negotiate cost, terms, or conditions of any proposal determined by the County to be in the best interests of the County even though not the lowest bid. F. The price quotations stated in the proposer s response will not be subject to any price increase from the date on which the proposal is opened at the County Administrative Center to the mutually agreed-to date of contract. G. Proposals shall be written in ink or typewritten. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed in ink by the person signing the proposal. 1
H. An Ellis County Contract will be executed between the Ellis County Board of County Commissioners and the awarded vendor. Ellis County reserves the right to award the total proposal, to reject any and all proposals in whole or in part, and to waive any informality or technical defects if, in Ellis County s sole judgment, the best interest of Ellis County will be so served. I. In the event the County receives two or more proposals from responsive, responsible proposers, one or more of whom are Ellis County vendors and the bids are substantially equal in price, quality and service, the County shall award the contract to the most responsive, responsible Ellis County vendor. For purposes of this section, Ellis County vendor means a company which has maintained a physical presence in Ellis County for at least six (6) months. Presence of a single representative or salesperson is not, in and of itself, sufficient under this section to determine if a company qualifies as an Ellis County vendor if two or more bids are substantially equal. Background: The Ellis County/Hays Law Enforcement Center has been served for more than 40 years by a hydraulic elevator first installed in 1975. The elevator shaft dimensions are 6-8 wide x 8-4 deep. The door openings are 44 x 84 2-speed side slide. The elevator controller and power unit are located remote in a large mechanical room. A 2 oil line is run from the hydraulic power unit overhead to the elevator shaft. This elevator equipment is not located in an isolated elevator equipment room. The elevator has a capacity of 2,500 lbs., a speed of 80 fpm, and a pit depth of 4-0. It serves three floors within a secure law enforcement facility. During renovations of the Law Enforcement Center that took place between 2014 and 2016, a new card reader was installed on the elevator. This system has not worked properly since installation. 2
II. CONTRACT PROVISIONS If a contract is awarded, the selected vendor will be required to adhere to a set of general contract provisions that will become a part of any formal agreement. These provisions include: SALES TAX The County is exempt from payment of sales tax under Kansas law. TERM Because this elevator is used on a daily basis, timely completion of the project is essential. The County will impose a monetary penalty for extension of the project beyond the agreed-upon term. INSURANCE REQUIREMENTS The contractor will maintain, at its own expense, throughout the term of the contract and any renewal period(s) insurance acceptable to the County for workers compensation, general liability (in an amount not less than $1,000,000 per occurrence) and automobile liability. COMPLIANCE WITH LAWS AND REGULATIONS The contractor will comply with all federal, state and local regulations, including but not limited to all applicable OSHA requirements, Equal Employment Opportunity laws and the Americans with Disabilities Act. The contractor will secure all applicable permits. WARRANTY & MAINTENANCE The contractor will provide the County with a written warranty to repair, restore or replace defects in elevator work materials and workmanship not due to ordinary wear and tear or improper use for 12 months after completion of the modernization work. The contractor will also include complete maintenance and emergency call-back service for 12 months following project final acceptance. 3
III. GENERAL SPECIFICATIONS Scope of Work: 1) Retain hydraulic cylinder in pit. Replace packing around cylinder. 2) Retain elevator car sling and platform. 3) Retain elevator cab, including existing finishes and door panels. 4) Retain entrance frames and sills. 5) Provide new control system and new power unit, to be located in a new equipment room. 6) Provide new oil line. 7) Connect to new wiring. 8) Provide new operating/signal fixtures. 9) Provide new door operating equipment. Security features of particular priority in modernization of the elevator include installation of cables for a camera in the cab and installation of facility access card (prox card) readers that would prevent elevator operation (both exterior and interior) without appropriate security. The County understands that it may have to engage an electrician to perform this work; the selected elevator vendor is expected to coordinate closely with the County s electrical contractor. 4
PROPOSAL SHEET The cost proposed for completion of the modernization project: $,. The number of days proposed to complete the project in its entirety and restore the elevator to working order (including any pre-work time during which the elevator remains functional in its current state): Identify any non-elevator trades the County will need to engage in completing this project and describe their expected scope of work: days This page and the signature sheet (following page) MUST be attached to any responsive proposal, together with any other information the proposer wishes the County to consider regarding qualifications. One original and two copies of all materials must be returned by the specified due date. 5
SIGNATURE PAGE Signature Company Name Print Name Company Address Title Date City State Zip Telephone # Fax # Federal Tax ID # Email Address The above individual is authorized to sign on behalf of company submitting proposal. Proposals must be signed by an official authorized to bind the provider to its provisions for at least a period of 90 days. By checking this box we hereby certify that we are an Ellis County company as defined in Section I., I. above. If proven otherwise you may be subject to Disbarment and/or Suspension of doing business with Ellis County. 6