REQUEST FOR QUOTATION INVITATION

Transcription

1 REQUEST FOR QUOTATION INVITATION DATE: April 20, 2010 DPS: REQUIREMENT: SUBJECT: Patricia Farina DPS Contract Administrator Telephone: Rental of Stage Scaffolding for City Festivals Small Orders Request for Quotation (RFQ) RFQ Number: 3407 Specification Number: The City of Chicago Department of Procurement Services invites vendors to submit a quote for the above requirement. If you are interested in doing business with the City of Chicago, you are encouraged to respond. Prior registration not required. Please direct all questions to the DPS Contract Administrator listed above. This RFQ and resulting Purchase Order (PO) are subject to City of Chicago Request for Quotation and Detailed Specification (both attached); and the Small Orders Terms and Conditions - Blanket; (downloadable from the DPS web site), which are hereby incorporated into the RFQ and PO by reference. The Maximum Compensation under the resulting PO cannot exceed $10, Therefore, there will be no requirement for a contractor commitment to MBEs and WBEs pursuant to Section of the Municipal Code of Chicago. RFQs, EDSs, EDS Appendix As, and blank insurance certificates are available from the DPS Small Orders web site. TO RESPOND: Please complete and sign the City of Chicago Request for Quotation and then fax or them to the above DPS Contract Administrator. All RFQs must be received no later than 11:00 AM Central Time on the attached Please Respond By date on the RFQ. The Please Respond By date is the due date. Please write or stamp your firm s name on all pages of the RFQ. Following the RFQ due date and time, a bid tabulation will be prepared. Bid tabulations are made available to the public on DPS s web site: under Contract Administration, Bid Tabulations (Bid Tabs), Get Started Online. Search by the above specification number. Please allow one to three business days for posting of the bid tabulation. The lowest responsive and responsible bidder will then be contacted by the DPS Contract Administrator and will be required to submit original 1) City of Chicago Request for Quotation with original signature; 2) properly executed Economic Disclosure Statement (EDS); 3) properly executed EDS Appendix A; and 4) properly completed insurance certificate; The CPO will then move to award a PO. Notice of Award for a Small Order PO is made by the City s web site when an Award Date is posted. Awarded POs and the Award Dates are made available to the public on Procurement Service s web site: under Contract Administration, Awarded Contracts, Get Started Online, City of Chicago, Contracts and Awards. Search by the above specification number. Revised: April 16, 2010 Small Orders Request for Quotation Invitation, Page 1 of 1

2 DETAILED SPECIFICATION RENTAL OF STAGE SCAFFOLDING FOR CITY FESTIVALS Specification Number SCOPE The Contractor will provide all necessary labor, materials, tools, equipment, and transportation needed to furnish, deliver, and pick-up F.O.B., City of Chicago, Stage Scaffolding equipment as described herein and in accordance with the terms and conditions of this specification INTENT The Mayor s Office of Special Events ( Special Events ) conducts festivals at Millennium Park including the Gospel Festival and the Celtic Festival (collectively the Festivals ). As described in these Detailed Specifications, the Contractor will be required to supply, deliver, and pick-up scaffolding and related items ( Scaffolding ) for the Gospel Festival and the Celtic Festival, and to provide such other services as are described hereunder CONTRACT PERIOD Contract Period: Four (4) Months Start Date: May 1, 2010 End Date: August 31, PRODUCTION MANAGER The City has designated a company to act as general production manager for all of the Festivals (the Production Manager ). The Contractor will be required to coordinate all activities, and to cooperate in all ways, with the Production Manager RENTAL OF SCAFFOLDING The contractor must deliver the Scaffolding described in these Detailed Specifications at the times and dates specified by Special Events but will generally be several days before and the day after the conclusion of the Festivals. A detailed schedule will be given the Contractor prior to the festival season. TIME IS OF THE ESSENCE in this Agreement. The City s requirement for Scaffolding is broken up by Festivals, these Festival rental periods will hereafter be referred to as ( Events ). Prior to each Event, the Contractor will be required to deliver the Scaffolding ordered to the City at location(s) designated by the City. The City will unload the Scaffolding from the delivery vehicles. The City will thereafter erect or have the scaffolding erected. Contractor must telephone Mike Mikuta at (312) twenty-four (24) hours prior to all deliveries. Detailed Specification, Specification Number Rental of Stage Scaffolding for City Festivals, Page 1 of 3

3 DETAILED SPECIFICATION Upon the close of each Event, the City will breakdown the Scaffolding and the Contractor will load and remove the Scaffolding from the Event site. The Mayor s Office of Special Events will supply a Load-in, Load-out schedule per Event, to the Contractor. The Events are Celtic Festival and Gospel Music Festival held at Millennium Park. Each Festival s rental period will be approximately seven (7) days. Following the conclusion of the Festival the City will disassemble the Scaffolding, at a time to be determined by the City, the Contractor must remove the Scaffolding from Millennium Park APPEARANCE OF SCAFFOLDING All components of the Scaffolding must be presentation quality, construction quality Scaffolding will not be acceptable. All metal and wood components of the Scaffolding either must be new or must have been painted within the previous three (3) months. The Contractor must provide samples of all Scaffolding to the City, or must allow the City to inspect the Scaffolding at its storage location, at the City s discretion. In addition, the City will have the right to inspect the Scaffolding when the Scaffolding is delivered to the City for all of the Events, and, if in the sole discretion of the City the Scaffolding is not acceptable in quality or appearance, the Contractor will replace such rejected Scaffolding immediately at no additional cost to the City FESTIVAL DATES Celtic Festival May 8-9 Gospel Music Festival June CELTIC FESTIVAL REQUIRED SCAFFOLDING Celtic Next Generation Stage Sound Wings Deliver to Wrigley Square- Millennium Park, Thursday, May 6-11:00 AM 4 Ladder frames (4 high by 5 wide) 8 Ladder frames (5 high by 5 wide) 12 Cross braces (10 finished length) 8 Screw jacks 8 Wood blocks 12 Aluma-plank decks (10 long) 16 Gravity lock pins 2 4 x 8 plywood 1.9. GOSPEL MUSIC FESTIVAL SCHEDULE OF REQUIRED SCAFFOLDING Deliver to Wrigley Square- Millennium Park, Thursday, June 3-9:00 AM 8 Ladder frames (4 high by 5 wide w/pins) 12 Ladder frames (5 high by 5 wide w/pins) 24 Cross braces (10 finished length) 14 Screw jacks 14 Wood blocks 26 Aluma-plank decks (10 long) Detailed Specification, Specification Number Rental of Stage Scaffolding for City Festivals, Page 2 of 3

4 26 Gravity lock pins 16 Parallel tube clamps 8 Rigid Cheeseboros 8 Swivel Cheeseboard 6 4' x 8 sheets of plywood CITY OF CHICAGO DETAILED SPECIFICATION INVOICES Original invoices and Subcontractors Payment Certification form must be forwarded by the Contractor to the Mayor s Office of Special Events, 121 N. LaSalle Street, Chicago, Illinois attention: Mike Mikuta, to apply against the Contract. Invoices must be submitted in accordance with the mutually agreed upon time period with the Mayor s Office of Special Events. All invoices and Subcontractors Payment Certification form must be signed, dated and referenced the City Contract number and include the Name of any and all Subcontractors used in conjunction with this Contract. If a Contractor has more than one (1) Contract with the City, separate invoices must be prepared for each Contract in lieu of combining items from different Contracts under the same invoice, invoice quantities, Rental of Stage Scaffolding for City Festivals description, unit of measure, commodity codes, and pricing information must correspond to the items quoted on the Proposal Page. Invoice for over shipments or Rental of Stage Scaffolding for City Festivals with price escalations will be rejected unless the Contract includes a provision for such an adjustment by Contract modification, Freight, handling and shipping costs must not be invoiced; Contract terms specify deliveries F.O.B., City of Chicago. The City of Chicago is exempt from paying State of Illinois sales tax and federal excise taxes on purchases EXCEPTIONS Any deviations from these specifications must be noted on the Proposal Page or Pages attached thereto, with the exact nature of the change outlined in sufficient detail. The reason for which deviations were made must be submitted with the bid if not self-explanatory. Failure of a bidder to comply with the terms of this paragraph may be cause for rejection. The City reserves the right to disqualify bids which do not completely meet outlined specifications. The impact of exceptions to the specification will be evaluated by the City in determining its need. Detailed Specification, Specification Number Rental of Stage Scaffolding for City Festivals, Page 3 of 3

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7 DPS WEB SITE & AWARDED POS To find Current Downloadable Bid Opportunities, click Contract Administration, View Al Services, and Bids, RFP, RFQ, RFI Including Small Orders. Copies of Awarded POs and Award Dates are made available to the public on the City of Chicago s web site, click Contract Administration, View Al Services, Awarded Contracts, Get Started Online, Contracts and Awards. Search on the specification number.