One (1) New Mid-Size Police Interceptor Utility Vehicle

1 REQUEST FOR PROPOSALS MAINTENANCE CONTRACT FOR SOLID WASTE FACILITY OVERHEAD DOOR AND GATES FOR THE CITY OF CASPER PUBLIC SERVICES DEPARTMENT CITY ENGINEERING DIVISION Date: January 23, 2023 Proposals are being requested from qualified contractors to provide maintenance services for the Solid Waste Facility Overhead Door and Gate Maintenance, Project No. 22-079. The contract will be issued for a three (3) year period. Such proposals will be received by the City of Casper Public Services Department, City Engineering Division, Casper City Hall, 200 North David Street, Casper, Wyoming 82601, until 5:00 p.m., Local time, February 24, 2023. PROJECT DESCRIPTION. The project consists of the following work at the City of Casper Solid Waste Facility, located at 1886 Station Road, Casper, Wyoming 82609: • Monthly Preventative Maintenance on overhead doors and gates. • Routine inspections and inspection logs as required by Manufacturer’s recommendations. • Repair of overhead doors and gates as

needed. SCOPE OF SERVICES The Scope of Services shall, at a minimum, include the following: A. Contractor shall repair overhead doors and electronic gates as requested by City of Casper Solid Waste Facility personnel. B. Contractor shall conduct routine repairs during normal land fill operating hours. C. Contractor shall perform Monthly Preventative Maintenance on the following doors and gates: 1. Overhead doors – 68. A complete list with details/locations available upon request. 2. Power Gates – 9. A complete list with details/location available upon request. D. The Monthly Preventative Maintenance shall include inspections of each gate and overhead door, including mechanical and structural elements, controls, settings, and safety devices. 2 Following each monthly maintenance visit, a report shall be provided by the Contractor for each door and gate with dated notes, photos, work completed and any recommended repairs. E. Contractor shall use qualified technicians with appropriate certifications, where required, to perform the work under this contract. F. Contractor shall supply all labor, cleaning solvents, lubricants, tools, parts and equipment necessary to perform the work. All work shall be performed in accordance with Manufacturer’s recommendations. SPECIFICATIONS Contractor shall repair overhead doors and gates on an “as-needed” basis. Contractor shall provide a cost for all services and repairs as requested. Contractor will be required to furnish and install all new parts, materials, lubricants, etc., which meet or exceed the original equipment manufacturer’s specifications. Any use of parts other than those manufactured by the original equipment manufacturer shall be approved by the City of Casper prior to utilization. Contractor must maintain a reasonable supply of available parts and maintain a reasonable supply system for acquisition of additional parts either immediately or with minimal delay. REPAIRS A. Upon arrival, the contractor shall evaluate the specific materials and labor required to complete the requested repairs. 1. Develop an estimate of the expected cost. 2. Develop alternatives, with costs, in case of repair versus replacements. B. Advise Solid Waste staff of the work to be performed and the estimated cost of repairs and obtain approval for additional work when the repair work is expected to exceed the original estimate. C. Advise Solid Waste staff if any additional work is required and when a technician will return to perform said work. D. Prepare a service call report detailing the work performed and provide a copy of the report. The report shall include: 1. Date and time of arrival. 2. Time of departure. 3. Brief summary of the request. 4. Detailed summary of the work performed. 5. Summary of any additional work required or recommended. 3 E. If complete repairs cannot be accomplished immediately, then: The door or gate shall be secured in the full-open or full-closed position at the discretion of Solid Waste staff. F. After hours work may be authorized in those cases where immediate repair is essential or where it is advantageous to complete the work in progress to avoid a return trip. G. No after normal hours work shall be performed without the express authorization of the Solid Waste staff. Any after hour work performed without said express authorization will be paid only regular hourly rates. GENRAL REQUIREMENTS A. Contractor shall provide trained and experienced technicians. Each technician shall be knowledgeable and capable of diagnosing and repairing problems with both electrical and mechanical portions of overhead doors and electronic gates. B. Contractor shall perform all work in accordance with generally accepted industry practice for safe and efficient operation. All parts shall be of commercial grade and approved by manufacturer for the given application. C. Warranty all labor and materials used in performance of this work for a minimum of one (1) year or manufacturer warranty, whichever is greater, after completion of the repairs, and when applicable, immediately initiate any corrective work needed in response to a warranty item. SPECIAL INSTRUCTIONS A. All work shall be subject to the inspection and approval of the City of Casper prior to acceptance and approval for payment. B. Failure to provide an estimate and obtain approval before starting work or exceeding the estimate without prior approval will be grounds for denying payment. CONSTRUCTION FEE In submitting a proposal for this project, the Contractor shall prepare, enclose, and deliver to City Engineering Division one (1) sealed hard copy Service Call/Repair Proposal fee schedule and one (1) non-priced technical proposal in electronic (PDF) format as covered by the Scope of Services in this RFP. Email non-priced technical proposal to acolling@casperwy.gov. Selection of a contractor to provide services for this RFP shall be based on professional qualifications AND fee-based criteria. The Contractor shall be responsible and responsive to the City in its requests and requirements within the scope of this proposal, and shall confer with and be guided by the directives of the City mailto:acolling@casperwy.gov 4 through the office of the City Manager or his designated representative. TIMETABLE Following is the tentative timetable for this RFP: 1. Proposal Due: February 24, 2023 2. Staff Review and Selection March 31, 2023 3. Selection of Contractor by Council: April 4, 2023 4. Completion of Services: April 4, 2026 The submittal of a proposal will be indication that the Contractor has no problem in keeping this schedule. CONTRACT The Contractor will be required to sign a contract with the City relating to the work to be performed. Such contract shall include, but not necessarily be limited to, the following articles: method of compensation, time of performance, subcontracts, duties of the contractor, termination of the contract, ownership of material, changes, EEO, ADA, submission of material, and obligations of the City. SELECTION. The selection of the Contractor will be based upon contractor experience and scope of similar projects, ability to complete repairs in a timely manner, and client recommendations. In making a proposal, the Contractor hereby certifies that he has reviewed this RFP and is familiar with all conditions contained therein. City staff will review all timely proposals received. Non-responsive proposals (those received after the deadline or not conforming to RFP requirements) will be eliminated. The remaining proposals will be evaluated to eliminate from further consideration those proposals which, in the judgement of the evaluation committee, fail to offer sufficient and substantive provisions to warrant further consideration. Final selection of the contractor will be made by the City Council. GENERAL. A. Additional Information. In addition to the items addressed in the Scope of Services, the following information relating to the contractor's qualifications is required. 5 1. The contracting firm's name, address, and telephone number. 2. Types of services which your firm is qualified to provide. 3. Names of key personnel and the experience of each available for this project. 4. Names and addresses of outside contractors or associates which will be retained for assistance. 5. Recent list of completed projects most similar to this project, including key contacts and references, approximate budget, and other pertinent information. B. Addendum or Supplement to Request for Proposal. In the event that it becomes necessary to revise any of this Request for Proposal (RFP), an Addendum to this RFP will be provided to each Contractor. The City reserves the right to change submission date(s) for any reason, including an Addendum or Supplement to the RFP. C. Late Proposals. Late proposals will not be accepted. It is the responsibility of the Contractor to ensure that the proposal arrives prior to 5:00 p.m., Local Time, February 24, 2023. D. Rejection of Proposals. The City of Casper reserves the right to reject any or all submissions, and to waive informalities and minor irregularities in submissions received, and to accept any portion of a proposal or all items if deemed in the best interest of the City of Casper. E. Response Material Ownership. All material submitted regarding this RFP becomes the property of the City of Casper and will only be returned to the Contractor at the City's option. Responses may be reviewed by any person after the final selection has been made. The City of Casper has the right to use any or all ideas presented in reply to this request. Disqualification of a Contractor does not eliminate this right. F. Incurring Costs. The City of Casper is not liable for any costs incurred by the Contractor prior to issuance of an agreement, contract, or purchase order. 6 G. Acceptance of Proposal Content. The contents of the proposal of the successful Contractor may become contractual obligations if the City of Casper wishes to execute a contract based on the submitted proposal. Failure of the successful Contractor to accept these obligations in a purchase agreement, purchase order, contract, or similar instrument may result in cancellation of the award, and such Contractor may be removed from future solicitations. H. Reference Checks. The City of Casper reserves the right to contact any reference or any client listed in the documents for information which may be helpful to the City in evaluating the Contractor's performance on previous assignments. (This space intentionally left blank) 7 Service Call/Repair Proposal Hourly Rates $ Holiday Hourly Rates $ After Hours Rates $ Material Costs Cost + % Year 2 % (price increase anticipation) Year 3 % (price increase anticipation) Other (Specify) $ Other (Specify) $ Other (Specify) $ Response time – Non-Emergency (in hours) Response Time – Emergency (in hours) Point of Contact: Address: Email: Phone: