TOPEKA AND SHAWNEE COUNTY PUBLIC LIBRARY (TSCPL) INVITATION TO BID (Request for Proposal)

Transcription

1 TOPEKA AND SHAWNEE COUNTY PUBLIC LIBRARY (TSCPL) INVITATION TO BID (Request for Proposal) Friday February 7, 2014 PROJECT New Bookmobile PROJECT DESCRIPTION We will be replacing one of our current Bookmobiles with a new model that will visit 18 different stops throughout the county and will provide service to all TSCPL cardholders. BID RECEIVING Date: Friday, March 7, 2014 Time: 2:00 PM CST Place: Perkins Room (2nd floor), Topeka and Shawnee County Public Library, 1515 S.W. 10th Avenue, Topeka, KS Attendance at the bid receiving is not required. Those who do not attend shall ensure the bid is received by the Topeka and Shawnee County Public Library prior to 2:00 PM CST. OWNER Topeka & Shawnee County Public Library 1515 S.W. 10th Avenue Topeka, KS

2 Topeka & Shawnee County Public Library 2 INSTRUCTIONS TO BIDDERS Date: Friday February 7, 2014 PROJECT: New Bookmobile DEFINITIONS: Bidding documents include Invitation to Bid, Instructions to Bidders, and Bid Form including any Addenda issued prior to bid receiving. ADDENDA: Addenda are written or graphic instruments issued prior to bid receiving which modify or interpret the bidding documents, including specifications, additions, deletions, clarifications, or corrections. Prior to bid receiving, Addenda will be mailed or delivered to each Bidder recorded by the Owner as having received the bidding documents. Bidders shall acknowledge receipt of Addenda on the Bid Form. EXAMINATION OF BIDDING DOCUMENTS: Each Bidder shall examine the bidding documents carefully. Any interpretation or correction will be issued as an Addendum by the Owner. ONLY A WRITTEN INTERPRETATION OR CORRECTION BY ADDENDUM SHALL BE BINDING. BID PREPARATION A single bid will be received for the purchase of a new bookmobile. The Owner is a political subdivision of the State of Kansas, eligible for government contract prices, and is exempt for the Kansas Retailers' Sales Tax Act and Kansas Compensating Tax Act under the provisions of Kansas Statutes Annotated (K.S.A.) Supplement (b). Bids shall be made upon the BID FORM included with these specifications. Fill in all blanks on the BID FORM clearly with typewriter or ink. Erasures or other changes in a bid must be explained or noted over the signature of the Bidder. Signature shall be in longhand by a principal duly authorized to sign contracts. Bids shall contain no alterations or recapitulation of the work. The Bidder must submit references from three similar bookmobile projects. The Owner reserves the right to: (1) waive any informalities or minor defects in the bids or bidding procedures; (2) reject any or all bids; (3) rebid the project at a later date if bids are rejected; and (4) accept the bid that, in the judgment of the Topeka and Shawnee County Public Library, will be in the best interest of the Library, whether or not said bid is the lowest bid.

3 Topeka & Shawnee County Public Library 3 Bidders may not use omissions or errors in the Specifications or other contract documents to their advantage. The Owner reserves the right to issue new instructions correcting any such errors or omissions, which new instructions shall be treated as if originally included. The Owner may make any investigation it deems necessary to determine the ability of the Bidder to perform the work. Bidders shall furnish information for this purpose to the Owner upon request. The Owner reserves the right to reject any bid if the evidence submitted by, or other investigation of, the Bidder fails to satisfy the Owner that the Bidder has the proper qualifications, experience, equipment, manpower, or financial and managerial capability to carry out the obligations of the contract agreement or to perform the work as specified. The Bidder shall be paid 25% deposit with Purchase Order, 25% payment when chassis/shell is received and balance on delivery of vehicle to Topeka, KS. (terms negotiable). Bids shall be prepared and submitted in accordance with these INSTRUCTIONS TO BIDDERS. GENERAL INSTRUCTIONS All equipment will meet all applicable parts of the National Bookmobile Guidelines, Federal Department of Transportation regulations, National Highway Transportation Administration and other pertinent governmental safety and operation guidelines and any requirements set by the State of Kansas. Any vendor may submit pricing for more than one vehicle. Please make sure you clearly mark or label each vehicle specification detailing the differences between each submitted vehicle. Vendors are encouraged to provide the library with alternate or additional specifications that they would recommend for consideration in either improving the functionality or extending the life of the vehicle. Final design and options will be approved by the library.

4 Topeka & Shawnee County Public Library 4 Mail, deliver or the BID FORM to: Sheryl Weller Chief Financial Officer TOPEKA & SHAWNEE COUNTY PUBLIC LIBRARY 1515 S.W. 10th Avenue Topeka, KS sweller@tscpl.org If submitting a paper BID FORM, enclose the BID FORM in a sealed opaque envelope bearing the legend: BID FORM Project: New Bookmobile Bidder: (your company name) Address: (your company address) Please note submission of BID FORMS is not secure, unless initiated in that manner by the Bidder. COORDINATOR: The Coordinator shall assume general coordination and direction of the project. The Coordinator is: Thad Hartman Community and Strategic Services Manager Voice: Fax: thartman@tscpl.org BIDDER'S REPRESENTATION: The Bidder, by responding to this bid, represents that 1. The Bidder read and understood the INSTRUCTIONS TO BIDDERS. 2. The Bidder carefully examined all bidding documents pertaining to the project. 3. The Bidder acknowledges receipt of Addenda, if any. BID RECEIVING: The Owner will receive and publicly open and read bid proposal forms at the time and place indicated in the INVITATION TO BID. The bid proposal shall include all costs for a new bookmobile. No oral or telephone bids will be considered. Modifications by telephone will be considered only on BID FORMS delivered to Owner prior to time set for bid receiving. BID WITHDRAWAL: A Bidder may withdraw a BID FORM in writing, including via , to Owner prior to time fixed for bid receiving.

5 Topeka & Shawnee County Public Library 5 Unless otherwise provided in any supplement to these INSTRUCTIONS TO BIDDERS, no Bidder shall modify, withdraw, or cancel the bid, or any part thereof, for thirty (30) calendar days after the date for receiving bids. AWARD OF CONTRACT: A contract will be awarded as soon as possible to the responsible Bidder submitting the lowest acceptable bid, provided: 1. Evidence of the experience, qualifications and fiscal responsibility of the Bidder and the time of completion are all acceptable to the Owner. 2. The total of acceptable bids is within the Owner's financial budget for the project. REJECTION OF BIDS: The Bidder acknowledges the Owner's right to reject any and all bids and to waive any formality or irregularity in any bid received. The Bidder recognizes the Owner's right to reject any bid, which fails to submit the data required by the bidding documents, or is in any way incomplete or irregular. An award to the lowest Bidder is not required. OWNER: Topeka & Shawnee County Public Library 1515 S.W. 10th Avenue Topeka, KS

6 Topeka & Shawnee County Public Library 6 PROPOSED SCOPE OF WORK: Scope of Work Vendor to furnish all material and perform all labor to complete vehicle upfitting and conversion as specified herein, as shown on the concept drawings, or as required to complete the work. Submittals Vendor to prepare and submit with completed vehicle a full as built drawing package to include floor plan, left and right elevations indicating specific dimensions with regard to workstations, and all other interior features; exterior side views showing door locations, windows, underfloor equipment and storage locations. Manuals for chassis, body and all appropriate upfit components shall be provided. Delivery Delivered to 1515 SW 10 th Ave, Topeka, KS by vendor driver/trainer who will make any minor adjustments to the vehicle as well as explain complete operation and routine maintenance and provide driver training. Minimum of ½ day training, maximum of 1 day training. Driver/Trainer must be regular employee of vendor, drive-away delivery services are not permissible. SPECIFICATIONS: DIMENSIONS: 1. Overall Length 35 ft. minimum, 37 ft. maximum (bumper to bumper) 2. Overall Height 11 ft. 4 in. maximum (top of A/C units) 3. Interior Height 78 in. minimum 4. Exterior Width 100 in. minimum; 102 in. maximum (sidewall to sidewall) 5. Interior Width 87 in. minimum (finished wall to finished wall) 6. Gross Vehicle Weight Rating 23,000 lbs, minimum CHASSIS: 1. Commercial Style Chassis Heavy Duty Rear Engine Transit Type 2. Air Cleaner Dry Type 3. Alternator 200 amp, minimum 4. Axle Front 13,000 lbs, minimum 5. Axle Rear 20,000 lbs, minimum

7 Topeka & Shawnee County Public Library 7 6. Battery Sized to meet the vehicle and generator needs 7. Brakes Must comply with FMVS-105 or 121 and manufacturer s recommendations for design 8. Controls a. Headlight dimmer switch and indicator lights. b. Hazard switch. c. Self-canceling turn signals with lights. d. Dash dimmer. e. Parking light position indicator. f. Intermittent and variable window wipers. g. Foot operated throttle. h. Brake Pedal. i. Parking brake with warning light. j. Transmission selector. k. Low coolant warning light. l. Low fuel warning light. m. Low oil warning light. n. Buzzer and warning light for low oil pressure and high water temperature. 9. Radiator Sized to meet the vehicle needs. 10. Engine In-line six cylinder Diesel, 250 hp minimum that meets all current EPA standards, and fuel efficiency requirements. 11. Block Heater ISB-10 Engine block heater shall be provided. 750 Watts. 12. Exhaust System Exhaust that meets current EPA standards. 13. Fuel System 60 gallon capacity, minimum. 14. Heater and Defroster (cab) standard OEM 15. Horns Dual electric. 16. Instruments a. Speedometer b. Odometer c. Trip odometer d. High beam indicator e. Tachometer f. Oil pressure gauge g. Voltmeter h. Fuel gauge i. Water temperature gauge 17. Oil Filter Full flow disposable.

8 Topeka & Shawnee County Public Library Power Steering Full power, tilt column, must be power assisted. 19. Shocks Front and rear heavy duty. 20. Springs Heavy duty corresponding to GVWR. 21. Tires 11R22.5 all season; spare tire and wheel shall be provided. 22. Transmission Allison, (to be sized for GVWR) 23. Wheels Steel disc type. 1-piece sized to fit selected tire. 24. Tow Hooks Front and Rear Tow Hooks shall be provided. BODY SPECIFICATIONS: 1. Exterior Sheeting Prime commercial quality steel 2. Box Framing Prime commercial quality steel 3. Bumpers Chassis frame mounted, full width front and rear 4. Front Patron Door 5. Rear Patron Door a. One patron door, minimum width 32 in. swing out with crash bar on the inside. b. Patron door shall have deadbolt, keyed on outside and twist lock on the inside. c. All doors keyed alike. d. Patron door shall have two windows, one in upper half and one in lower half. e. Door shall include one door counter. f. Door location toward front passenger side. g. Interior and exterior grab handles provided on both sides. a. One patron door, minimum width 32 in. swing out with crash bar on the inside. b. Patron door shall have deadbolt, keyed on outside and twist lock on the inside. c. All doors keyed alike. d. Patron door shall have two windows, one in upper half and one in lower half. e. Door shall include one door counter. f. Door location toward rear passenger side.

9 Topeka & Shawnee County Public Library 9 6. Floor g. Interior and exterior grab handles provided on both sides a. First (bottom) floor (exterior) shall be steel or aluminum. b. Second (sub) floor (interior) shall be minimum 5/8 in. plywood screwed securely to floor frame. c. All seams and edges be sealed. d. Insulation and enhanced corrosion protection underfloor sealed to keep out dust, dirt, moisture and salt. 7. Insulation Foam sprayed on interior wall, interior ceiling and underfloor sufficiently rated to withstand Kansas winter and summer temperatures. Corrosion protection on underfloor. 8. Lights Stepwell, exterior clearance, stop and tail, back-up, cluster front and rear, side markers, directionals, emergency, parking, halogen headlamps. Exterior clearance and marker lights to be activated by the headlight switch. 9. Mirrors a. Driver and passenger side, rearview and cross view mirrors. b. Integrated style heated remote control mirrors c. Rearview lenses can be remotely controlled independently. 10. Mud flaps Front and rear. 11. Reflectors All necessary, side front and rear. 12. Roof Prime commercial quality steel, one solid piece, insulated. 13. Rub Rails Prime commercial quality steel on each side. 14. Seals Tight sealing around all body panels, windows and doors. 15. Steps a. Steps shall be operated manually. b. Steps shall have safety ignition interlock. c. Steps must have slip resistant tread. d. Steps shall be at least as wide as door opening.

10 Topeka & Shawnee County Public Library 10 e. Step rise and run must meet ADA requirements 16. Sun Visors Driver and passenger, commercial type. 17. Undercoating/Rustproofing All exposed surfaces. 18. Ventilation Fresh air through heater system. 19. Windows a. All windows are to be tinted. b. Emergency exit as required. UPFITTING SPECIFICATIONS: 1. Driver Seat a. Seat should be able to swivel at least 180⁰ b. Seat shall be high back bucket type with arm rests. c. Seat shall have approved seat belt and retractor. d. Seat shall be adjustable in the fore/aft and up/down. e. Seat hardware shall be FMVSS compliant. 2. Passenger Seat Same as Driver Seat or Jump seat with an integrated shoulder and lap belt. 3. Audio/Visual/Appliances a. One (1) 27 in. flat-screen LCD TV installed in vehicle with the ability to connect to a computer or DVD player. b. AM/FM/CD Radio with speakers throughout vehicle. c. Rear-vision backing camera with dash mounted monitor. d. One cellular antennae mounted externally that can connect into our Verizon MiFi/PC AirCards. e. Mini Refrigerator in storage cabinet. f. Mini Microwave in storage cabinet. 4. Cabinetry

11 Topeka & Shawnee County Public Library 11 a. Shall be constructed of cabinet grade hardwood, 5 ply, ¾ in. plywood with ½ in. backing. b. Stain color to be selected by library. c. Nail holes to be filled, blended in and sanded. d. One coat of polyurethane shall be uniformly applied, hand sanded and two additional finish coats applied. e. Cabinets shall be fastened to walls and floors securely. f. Cabinets shall have latching doors/trays/drawers, which when in the closed position will prevent the accidental opening of the compartments while the vehicle is in motion. g. All countertop/desktop edges shall be finished hardwood with beveled edges. h. Cabinet doors shall have handles for opening. 5. Ceiling Commercial type to accommodate recessed lighting. 6. Ceiling Lighting Two rows of continuous, recessed, LED lights (tube type) to illuminate the interior of the body. 7. Auxiliary Lighting 8. Roof Vent/Escape Hatch One to be provided. 9. Electrical Requirements a. Minumum two interior 12v dome lights, recessed into the ceiling. b. Stepwell and exterior entrance lights shall be provided at patron doors. c. Map lights shall be provided over driver and passenger seats. a. 120/240 volt system sized to exceed vehicle load requirements. Generator ON/OFF switch shall be located near panel and with remote start controls. b. All 120 VAC circuits will be GFCI protected. c. Circuit breaker panel and wiring to meet National Electric Code. d. All wiring must be secured at maximum intervals of 18 in. e. Main body wiring harness shall be fully accessible. f. Wiring must be one size larger than required by NEC. g. The main AC panel shall have clearly marked labels. h. Panel shall have a minimum of 100 amp. i. Standard manual reset circuit breakers shall be provided. j. Off vehicle power supply. 35 shore line twist lock power cord shall be provided. k. One (1) 240 VAC AC 50 A shoreline connection shall also be provided on the passenger side of the vehicle.

12 Topeka & Shawnee County Public Library 12 l. Two (2) 240 VAC AC 50 A shoreline, 35 feet, including a 9451C (240 VAC plug) end and M1261 (120 VAC) adapter shall be provided. m. A 45 amp converter/charger shall be provided to power 12V coach systems and replenish coach battery. n. The converter/charger and shoreline shall be housed on driver s side in the same storage compartment with access door, latch and key lock. The load center shall be a Siemens with ITE or equal circuit breakers and shall meet the National Electric Code. A power source selection switch shall be located near load center and generator remote start controls, labeled GEN-SHORE-OFF. The main load center shall be located over the driver side front desk, recessed into the wall. The door shall include a secure latch. o. Transfer switch to prevent simultaneous use of generator and shoreline cord will be located in interior front of vehicle. 10. Generator a. One 20 KW quiet diesel generator shall be provided. b. Crossover switch to allow engine battery to start the generator and vice versa. c. Generator fuel line will be tied into the existing chassis fuel tank. This fuel line will be installed approximately ¼ off the bottom of the fuel tank. 11. Generator Compartment a. Compartment must be sized to allow efficient ventilation for cooling and prevention of heat buildup. b. Compartment shall be constructed of heavy duty steel, and bolted to chassis frame. c. Compartment tray will slide out for easy access. d. Compartment shall have acoustic barrier for noise reduction. e. Compartment to be located on the driver s side. 12. Cooling Three minimum 13,500 BTU, 120 VAC, roof mounted (not to exceed 11 4 in total height), low profile air conditioners or an undermount ducted system. 13. Heating Three minimum 1,500 Watt forced air heaters with internal thermostats, mounted according to the final floorplan.

13 Topeka & Shawnee County Public Library Hardware a. All necessary door locks, handrails, door closers, holdbacks and hinges will be furnished to provide smooth, efficient operation. b. All handrails to be one-piece construction. 15. Interior Finish/Design Library and vendor will work together to design and select finishes for desks, closets, storage, shelving, bulletin boards and interior walls. 16. Floor Covering Commercial carpeting. Library to approve material and color. 17. Safety Equipment 18. Shelves a. Two (2) 5 lb. 20 B.C. fire extinguisher shall be provided. b. One (1) triangle reflector set shall be provided. c. One (1) first aid kit shall be provided. d. One (1) smoke detector/carbon monoxide detector battery powered, shall be provided. e. Vehicle (in reverse) back-up alarm shall be provided. f. KIDDE fire suppression system in engine compartment shall be provided. a. Provided in accordance with final layout to be determined upon award of bid. b. Stain color to be selected by library. c. Nail holes to be filled, blended in and sanded. d. One (1) coat of polyurethane shall be uniformly applied, hand sanded and two (2) additional finish coats applied. e. Sections shall be contrasted as individual, removable bookcases with fixed top and bottom shelves. f. Sections to be anchored to structural members in walls and to each other. g. Adjustable shelving secured with heavy duty fasteners. 19. Desks a. Front and rear checkout stations shall have access to at least six (6) electrical outlets. b. A front and rear checkout desk will be provided, constructed and finished as cabinetry and shelves.

14 Topeka & Shawnee County Public Library Storage a. Under floor storage shall be provided in the rear overhang, and between the axles as space permits. b. All exterior storage compartment locks are to be keyed alike. c. All exterior compartment doors shall have hold open devices. d. Compartment door hinges shall be made of continuous stainless steel. 21. Painting and Graphics Full coverage vinyl wrap (all sides) will be applied with the library selecting the final color and design. 22. Warranty a. Engine Vendor Provided b. Transmission Vendor Provided c. Body Vendor Provided d. Chassis Vendor Provided e. Upfitting and Conversion Vendor Provided f. Generator Vendor Provided g. Heating Vendor Provided h. Cooling Vendor Provided i. Other Vendor Provided Alternate Option 1. ADA commercial lift, fully automatic, with back-up system, dual handrails, and safety belt. Braun or equal. Lift shall be compliant with ADA 403/404 requirements.

15 Topeka & Shawnee County Public Library BID FORM--Single Contract Owner: Topeka & Shawnee County Public Library 1515 S.W. 10th Avenue Topeka, KS In compliance with the invitation and instructions to Bidders, the undersigned proposes to furnish all material and perform all labor to complete vehicle upfitting and conversion as specified herein, or as required to complete the work. A. B. C. D. E. TOTAL BASE BID Quantity Unit Cost Total ADDENDA Receipt is acknowledged of Addenda Numbers TIME OF COMPLETION The undersigned agrees to deliver the specified equipment within 365 calendar days from the date of the award of Contract. It is the Owner's desire that the project be completed rapidly. Time of Completion will be given strong consideration during the evaluation of bids. MAINTENANCE CONTRACT Cost to extend maintenance beyond the warranty period. $ DECLARATION The undersigned hereby declares the bid specifications have been carefully examined and this proposal is submitted in compliance therewith. The undersigned understands that competence and responsibility, time of completion, as well as any other factors of interest to the Owner may be a consideration in making the award. The Owner reserves the right to reject any or all proposals, to accept or reject alternate proposals and unit prices, and waive technicalities concerning the bid proposals received as it may be in the Owner's best interest to do so. Authorized Representative's Signature Title Company Street Address City/State/Zip Date Telephone Fax