CITY OF CAMPBELL Recreation & Community Services REQUEST FOR PROPOSAL FOR CAMPBELL COMMUNITY CENTER SPINNING BIKES FOR FITNESS PROGRAMS Contact name: Aaron Bueno Address: 1 W. Campbell Ave. #C-31, Campbell Phone: 408-866-2741 Fax: 408-374-6965 E-mail address: aaronb@cityofcampbell.com - 1 -
OVERVIEW The City of Campbell, Recreation and Community Services Department offers fitness activities through various fitness classes. Spinning class is the most popular fitness program offered through Campbell Recreation. These classes promote community wellness, active living and enrichment. The City of Campbell, Recreation and Community Services Department (CITY) is seeking qualified businesses or individuals having demonstrated experience in Spinning fitness to provide and integrate new Spinning bikes for the Campbell Community Center facility. Spinning bikes include bike frame, mount, seats, pedals, gears and other accessories necessary to host a Spin fitness class. In summary, the services shall include providing a description of equipment listed in specifications below (Sect. SPECIFICATIONS FOR SPINNING BIKE FLEET AT CAMPBELL COMMUNITY CENTER) and associated costs. Proposals are being sought for experienced vendor for specified Spinning bikes according to given timeline. City Council authorization is required for contracts exceeding $25,000. SELECTION PROCESS Phase I Phase II Review of written proposals based on the criteria outlined below Contractor selection APPLICANT EVALUATION PROCESS Proposals should be concise and adhere to the format set forth below. The City may request additional information and/or schedule meetings to clarify or elaborate on the proposal. Please include the section heading when providing the relevant information. Qualifications, Experience, and History Please provide qualifications and experience in supplying, installing, and providing training for Spinning fitness bikes. Provide evidence outlining levels of experience in the area of Spinning fitness and Spin equipment working with municipalities, schools, and other organizations with fitness facilities. This should include company background, past and current operating levels and future plans and directions. Include no less than three (3) similar size programs as references with contact names, phone/fax number and email addresses. Applicant has complied with applicable law, including but not limited to holding a valid business license and paying appropriate taxes. Integration Capabilities o Provide an outline of their current capabilities to provide, install, and integrate Spinning bikes. Cost of Products and Services o Proposed costs for Spinning bikes, as outlined in Scope of Services, including installation, shipping and applicable taxes. Participant Satisfaction Plan o Review of past customer satisfaction ratings, complaints, claims o Past performance with the City of Campbell, if applicable; o Reference checks The City retains the sole authority to select any number of qualified businesses or individuals and negotiate contract terms. The City reserves the right to reject any and all proposals. Receipt of any proposal pursuant to this Request for Proposal shall not constitute an implied intent to enter into a contract to conduct classes or camps for the City. - 2 -
SCOPE OF SERVICES AND EQUIPMENT REQUIREMENTS Equipment Specifications: Please refer to Sect. SPECIFICATIONS FOR SPINNING BIKE FLEET AT CAMPBELL COMMUNITY CENTER below. This specification includes furnishing, delivering and installing fitness equipment. Construction Rough-Ins: Campbell Recreation will not entertain products that would require alterations to accommodate the vendor s product. Vendor will provide representative on site to supervise the complete installation of the equipment and document the start of the warranty period. Vendors are requested to bid specified equipment or equal. Please note product manufacturer in the bid. Training: Vendor will provide onsite training to department staff as requested on the proper operation of the equipment. WARRANTY Prior to shipping, each product shall be factory examined and tested for compliance with the manufacturer s printed specifications. Vendor warrants to the City of Campbell that the goods/services covered by this order will conform to the specifications, drawings, samples, description, and time provisions furnished by the City of Campbell and will be of first class material and workmanship and free from defects. The City of Campbell reserves the right to cancel the unfilled portion of this order without liability to vendor for breach of this warranty. Defective goods rejected by the City of Campbell may without prejudice to any other legal remedy, be held at vendor s risk and returned at vendor s expense. Defects are not waived by acceptance of goods or by failure to notify vendor thereof. Vendor shall warrant that all materials and workmanship shall be the quality, quantity, and character specified and shown, and that any defect due to the use of any improper workmanship or materials discovered and made known to vendor within one (1) year from the delivery of the equipment shall cause said equipment to be repaired or replaced a the City of Campbell s option. An extended warranty plan shall be offered for a minimum of 12 months for parts and labor. ELIGIBILITY REQUIREMENTS All contractors shall adhere to the following requirements: Complete and submit W9 Taxpayer identification Number and Certification Adhere to regulations set forth by the Americans with Disabilities Act (ADA) INSURANCE REQUIREMENTS Contractor shall procure and maintain insurance during the entire term of this Agreement against claims for injuries to persons or damages to property which in any way relate to, arise from, or are connected with the performance of the work hereunder and any acts or omissions of Contractor. The aforementioned insurance policies shall meet the following specifications: - 3 -
(1) Contractor shall maintain statutory Workers Compensation insurance and Employer s Liability insurance in the amount of not less than One Million Dollars ($1,000,000) per accident. The insurer shall agree to waive all rights of subrogation against the City, the City of Campbell Successor Agency, its officers, officials, employees and volunteers for losses arising from work performed by the Contractor. (2) Contractor shall maintain Commercial General Liability insurance including operations, products and completed operations and Automobile Liability insurance in the amount of One Million Dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a general aggregate limit is used, either the general aggregate limit shall apply separately to the contract or the general aggregate limit shall be three times the required occurrence limit. Contractor s insurance coverage shall be written on an occurrence basis. (3) Insurance is to be placed with insurers admitted and duly authorized to transact business under the laws of the State of California and with a current Best Rating of A:VII unless otherwise acceptable to CITY. (4) Insurance, deductibles or self-insurance retentions shall be subject to CITY s approval. Original Certificates of Insurance and amendatory endorsements shall be received and approved by CITY before work commences, and insurance must be in effect for the duration of the Agreement. (5) The City of Campbell, its officers, officials, employees, agents and volunteers are to be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations by a comprehensive commercial general liability endorsement no less than Endorsement CG 20 10 11 85 or equivalent. (6) Contractor s insurance coverage shall be primary as respects the City, the City of Campbell Successor Agency, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the City, the City of Campbell Successor Agency, its officers, officials, employees or volunteers shall be in excess of the Contractor s insurance and shall not contribute with it. (7) Each insurance policy required shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) day prior written notice by certified mail, return receipt requested, has been given to CITY. A ten (10) day notice is required for cancellation due to non-payment of premium. (8) Selected vendor will be required to indemnify, defend and hold the City harmless from any and all claims, liabilities, damages or losses arising out of, or alleged to arise out of the performance of the requested proposal, except for any claims, liabilities, damages or losses proximately caused by the sole negligence or willful misconduct of the City. - 4 -
REQUEST FOR PROPOSAL TIMETABLE The following is a summary of the RFP schedule and deadlines: October 14, 2015 Request for Proposal Published October 28, 2015 RFP responses are due by 12:00 p.m. (Noon) City Hall City Clerk 70 N. First St., Campbell, CA 95008 October 30, 2015 Vendor selected Proposal Due Date Wednesday, October 28, 2015 by 12:00 P.M. (noon) Sealed proposals, an original and two (2) copies, must be submitted, according to the timeline, via the U.S. postal service, Federal Express or other special delivery service, or by hand deliver to the City of Campbell, City Clerk. No faxes, e-mails or otherwise open proposals will be accepted. SPECIFICATIONS FOR SPINNING BIKE FLEET AT CAMPBELL COMMUNITY CENTER WEIGHT ROOM The City of Campbell is accepting proposals for Spinning bikes for the Campbell Community Center. Campbell Recreation and Community Services is replacing the Spinning bike fleet to better serve its fitness and wellness class and program participants. Please bid as equal and provide part number you are offering in the space provided on the bid form. Enter the unit price and extended cost on each item. If bidding equivalents, please provide the brand. Include any brochures, documentation, etc., for any item that is not specified. Winning vendor must be willing to hold prices for 6 months from close of bid. - 5 -
Quantity 25 Vendor Mad Dogg Athletics Model Number Description Unit Price ST# 9-7170- MINTPO Spinner NXT bike Extended Price SUBTOTAL SALES TAX SHIPPING GRAND TOTAL - 6 -