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SERIAL 200119 RFP
MCSO INDUSTRIAL LAUNDRY EQUIPMENT, INSTALLATION,
SERVICE AND SUPPORT
DATE OF LAST REVISION: May 06. 2020
CONTRACT END DATE: May 31, 2025
CONTRACT PERIOD THROUGH MAY 31, 2025
TO:
All Departments
FROM:
Office of Procurement Services
SUBJECT:
Contract for MCSO INDUSTRIAL LAUNDRY EQUIPMENT, INSTALLATION,
SERVICE AND SUPPORT
Attached to this letter is published an effective purchasing contract for products and/or services to be supplied to
Maricopa County activities as awarded by Maricopa County on May 20, 2020.
All purchases of products and/or services listed on the attached pages of this letter are to be obtained from the
vendor holding the contract. Individuals are responsible to the vendor for purchases made outside of contracts. The
contract period is indicated above.
BG/mm
Attach
Copy to:
Office of Procurement Services
Chuck Mayper, MCSO
(Please remove Serial 14035-c from your contract notebooks)
CONTRACT 200119-RFP, MCSO INDUSTRIAL
LAUNDRY EQUIPMENT, INSTALLATION, SERVICE
AND SUPPORT
This contract is entered into this 20th day of May, 2020 by and between Maricopa County (“County”), a political
subdivision of the State of Arizona, and Western State Design, Inc., a California corporation (“Contractor”) for the
purchase of industrial laundry machines used by Inmate Laundry Services.
1.0
CONTRACT TERM
1.1
This contract is for a term of five years, beginning on the 20th day of May, 2020 and ending the 31st
day of May, 2025.
1.2
The County may, at its option and with the agreement of the Contractor, renew the term of this
contract for additional terms up to a maximum of five additional years, (or at the County’s sole
discretion, extend the contract on a month-to-month bases for a maximum of six months after
expiration). The County shall notify the Contractor in writing of its intent to extend the contract
term at least 60 calendar days prior to the expiration of the original contract term, or any additional
term thereafter.
1.3
CONTRACT COMPLETION
The Contractor shall make all reasonable efforts for an orderly transition of its duties and
responsibilities to another provider and/or to the County. This may include but is not limited to the
preparation of a transition plan and cooperation with the County or other providers in the transition.
The transition includes the transfer of all records, and other data in the possession, custody or control
of Contractor required to be provided to the County either by the terms of this agreement or as a
matter of law. The provisions of this clause shall survive the expiration or termination of this
agreement.
2.0
PRICE ADJUSTMENTS
Any requests for reasonable price adjustments must be submitted 60 calendar days prior to the contract
expiration date. Requests for adjustment in cost of labor and/or materials must be supported by appropriate
documentation. The reasonableness of the request will be determined by comparing the request with the
Consumer Price Index or by performing a market survey. If County agrees to the adjusted price terms, County
shall issue written approval of the change and provide an updated version of the contract. The new change
shall not be in effect until the date stipulated on the contract.
3.0
PAYMENTS
3.1
As consideration for performance of the duties described herein, County shall pay Contractor the
sum(s) stated in Exhibit A – Pricing.
3.2
Payment shall be made upon the County’s receipt of a properly completed invoice.
SERIAL 200119-RFP
3.3
INVOICES AND PAYMENTS
3.3.1
The contractor shall submit one legible copy of their detailed invoice before payment(s)
will be made. Incomplete invoices will not be processed. At a minimum, the invoice must
provide the following information:
•
Company name, address, and contact information
•
County bill-to name and contact information
•
Contract serial number
•
County purchase order number
•
Invoice number and date
•
Payment terms
•
Date of service or delivery
•
Arrival and completion time (if applicable)
•
Description of purchase (product or services)
•
Pricing per unit of purchase
•
Extended price
•
Freight for machines purchased as a result of this contract including MCSO-
approved expedited delivery requests made by Inmate Laundry
•
Total amount due
Invoices shall be emailed to mcso_accounts_payable@mcso.maricopa.gov or mailed to
MCSO Finance/Accounts Payable – 550 West Jackson Street, Phoenix, AZ 85003.
3.3.2
Problems regarding billing or invoicing shall be directed to the department as listed on the
purchase order.
3.3.3
Payment shall only be made to the contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After contract award the contractor shall complete the Vendor Registration Form
located on the County Department of Finance Vendor Registration Web Site
(https://www.maricopa.gov/5169/Vendor-Information).
3.3.4
Discounts offered in the contract shall be calculated based on the date a properly completed
invoice is received by the County.
3.3.5
EFT payments to the routing and account numbers designated by the contractor will include
the details on the specific invoices that the payment covers. The contractor is required to
discuss remittance delivery capabilities with their designated financial institution for access
to those details.
3.4
PAYMENT RETENTION
3.4.1
Ten percent (10%) of monies paid for Project Management and Project Labor earned by
Contractor related to work under this contract shall be retained by County until Final
Completion of the services herein described in Exhibit B Scope of Work. County may elect
to release specific retention payments based on mutually agreed milestones, but in no case
shall retention be released prior to Final Completion. All other payment terms and
conditions shall not be affected by the retention. In the event of termination or cancellation
of this contract by County through no fault of Contractor, Contractor shall be entitled to
the refund of any funds in the retention account.
3.4.2
After fifty percent (50%) of the work has been completed, the Maricopa County Executive
Steering Committee may reduce the retainage to five percent (5%) of all monies previously
earned and all monies earned thereafter. Any reduction in retainage shall be in the
discretion of the Maricopa County Executive Steering Committee. Any interest earned on
retainage shall accrue solely to the benefit of County.
SERIAL 200119-RFP
3.4.3
The Contractor shall have the right, pursuant to Arizona Revised Statues, to submit
securities in lieu of retention for all work completed. The Contractor is required to request
this option at least 10 business days prior to submission of first Application for Payment to
allow time for preparation of forms. The Contractor shall request and obtain securities
forms through County. The County must identify either securities option or retention
option prior to first Application for Payment.
3.5
APPLICABLE TAXES
3.5.1
It is the responsibility of the Contractor to determine any and all applicable taxes and
include those taxes in their proposal. The legal liability to remit the tax is on the entity
conducting business in Arizona. Tax is not a determining factor in contract award.
3.5.2
The County will look at the price or offer submitted and will not deduct, add, or alter
pricing based on speculation or application of any taxes, nor will the County provide
Contractor any advice or guidance regarding taxes. If you have questions regarding your
tax liability, seek advice from a tax professional prior to submitting your bid. You may also
find information at https://www.azdor.gov/Business.aspx. Once your bid is submitted, the
offer is valid for the time specified in this solicitation, regardless of mistake or omission of
tax liability. If the County finds overpayment of a project due to tax consideration that was
not due, the Contractor will be liable to the County for that amount, and by contracting
with the County agrees to remit any overpayments back to the County for miscalculations
on taxes included in a bid price.
3.5.3
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and
local taxes applicable to their operation and any persons employed by the Contractor.
Contractor shall, and require all subcontractors to, hold Maricopa County harmless from
any responsibility for taxes, damages, and interest, if applicable, contributions required
under Federal and/or State and local laws and regulations, and any other costs including:
transaction privilege taxes, unemployment compensation insurance, Social Security, and
Workers’ Compensation. Contractor may be required to establish, to the satisfaction of
County, that any and all fees and taxes due to the City or the State of Arizona for any
license or transaction privilege taxes, use taxes, or similar excise taxes are currently paid
(except for matters under legal protest).
3.6
STRATEGIC ALLIANCE for VOLUME EXPENDITURES (SAVE)
The County is a member of the SAVE cooperative purchasing group. SAVE includes the State of
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts.
Under the SAVE Cooperative Purchasing Agreement, and with the concurrence of the successful
respondent under this solicitation, a member of SAVE may access a contract resulting from a
solicitation issued by the County. If you do not want to grant such access to a member of SAVE,
please so state in your proposal. In the absence of a statement to the contrary, the County will assume
that you do wish to grant access to any contract that may result from this RFP.
3.7
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPAs)
County currently holds ICPAs with numerous governmental entities. These agreements allow those
entities, with the approval of the contractor, to purchase their requirements under the terms and
conditions of the County contract. It is the responsibility of the non-County government entity to
perform its own due diligence on the acceptability of the contract under its procurement rules,
processes and procedures.
4.0
AVAILABILITY OF FUNDS
4.1
The provisions of this contract relating to payment for services shall become effective when funds
assigned for the purpose of compensating the Contractor as herein provided are actually available
to County for disbursement. The County shall be the sole judge and authority in determining the
SERIAL 200119-RFP
availability of funds under this contract. County shall keep the Contractor fully informed as to the
availability of funds.
4.2
If any action is taken by, any State agency, Federal department, or any other agency or
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection with,
this contract, County may amend, suspend, decrease, or terminate its obligations under, or in
connection with, this contract. In the event of termination, County shall be liable for payment only
for services rendered prior to the effective date of the termination, provided that such services are
performed in accordance with the provisions of this contract. County shall give written notice of the
effective date of any suspension, amendment, or termination under this Section, at least 10 calendar
days in advance.
5.0
DUTIES
5.1
The Contractor shall perform all duties stated in Exhibit B – Scope of Work, or as otherwise directed
in writing by the Procurement Officer.
5.2
During the contract term, County may provide Contractor’s personnel with adequate workspace for
consultants and such other related facilities as may be required by Contractor to carry out its
contractual obligations.
6.0
TERMS AND CONDITIONS
6.1
DELIVERY
6.1.1
Delivery is desired as soon as possible and shall be stipulated on the purchase order.
Contractor shall notify the County representative listed on the order if the requested
delivery date cannot be met and shall provide the County representative with the
anticipated lead time. Failure to do so may, at the sole discretion of County, constitute a
material breach of this contract.
6.1.2
Supplies or equipment shall be delivered between the hours of 3:00 a.m. and 6:00 p.m.
MST, Monday through Thursday, except on County recognized holidays.
6.1.3
Delivery shall be F.O.B. Destination Freight Prepaid.
6.2
EXPEDITED DELIVERY
6.2.1
If the department determines that expedited delivery or other alternate shipping is required,
it shall notify the contractor. The contractor shall determine any additional costs associated
with such delivery terms and communicate that cost to the department.
6.2.2
The department shall not advise the contractor to proceed with an expedited shipment until
acceptable terms are agreed upon and a purchase order is issued. Upon agreeing to the
additional costs, the department shall advise the contractor to proceed.
6.2.3
Upon receipt of material(s) and invoicing, the department shall ensure that any additional
charges are in compliance with the contract and do not exceed agreed costs. The department
shall retain all documents related to these costs within the agency purchase file.
6.3
SHIPPING DOCUMENTS
A packing list or other suitable shipping document shall accompany each shipment and shall include
the following:
6.3.1
Contract serial number
6.3.2
Contractor’s name and address
SERIAL 200119-RFP
6.3.3
Department name and address
6.3.4
Department purchase order number
6.3.5
A description of product(s) shipped, including item number(s), quantity(ies), number of
containers and package number(s), as applicable.
6.4
SHIPPING TERMS
Bid price(s) and terms shall be F.O.B. Destination Prepaid at
Laundry Services
3170 W. Lower Buckeye Rd.
Phoenix, Arizona 85009
6.5
INDEMNIFICATION
To the fullest extent permitted by law, and to the extent that claims, damages, losses or expenses are
not covered and paid by insurance purchased by the Contractor, the Contractor shall defend
indemnify and hold harmless the County (as Owner), its agents, representatives, agents, officers,
directors, officials, and employees from and against all claims, damages, losses, and expenses
(including, but not limited to attorneys' fees, court costs, expert witness fees, and the costs and
attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted from the
negligent acts, errors, omissions, or mistakes relating to the performance of this Contract.
Contractor's duty to defend, indemnify, and hold harmless the County, its agents, representatives,
agents, officers, directors, officials, and employees shall arise in connection with any claim, damage,
loss, or expense that is attributable to bodily injury, sickness, disease, death or injury to, impairment
of, or destruction of tangible property, including loss of use resulting there from, caused by negligent
acts, errors, omissions, or mistakes in the performance of this Contract, but only to the extent caused
by the negligent acts or omissions of the Contractor, a subcontractor, any one directly or indirectly
employed by them, or anyone for whose acts they may be liable, regardless of whether or not such
claim, damage, loss, or expense is caused in part by a party indemnified hereunder.
The amount and type of insurance coverage requirements set forth herein will in no way be construed
as limiting the scope of the indemnity in this paragraph.
The scope of this indemnification does not extend to the sole negligence of County.
6.6
INSURANCE
6.6.1
Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated
minimum insurance from a company or companies duly licensed by the State of Arizona
and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing,
the stipulated insurance may be purchased from a company or companies, which are
authorized to do business in the State of Arizona, provided that said insurance companies
meet the approval of County. The form of any insurance policies and forms must be
acceptable to County.
6.6.2
All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the contract is satisfactorily completed
and formally accepted. Failure to do so may, at the sole discretion of County, constitute a
material breach of this contract.
6.6.3
In the event that the insurance required is written on a claims-made basis, Contractor
warrants that any retroactive date under the policy shall precede the effective date of this
contract and either continuous coverage will be maintained, or an extended discovery
period will be exercised for a period of two years beginning at the time work under this
contract is completed.
SERIAL 200119-RFP
6.6.4
Contractor’s insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
6.6.5
Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County’s right to coverage
afforded under the insurance policies.
6.6.6
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contractor shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Contractor to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
6.6.7
The insurance policies required by this contract, except Workers’ Compensation and Errors
and Omissions, shall name County, its agents, representatives, officers, directors, officials
and employees as Additional Insureds.
6.6.8
The policies required hereunder, except Workers’ Compensation and Errors and
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against
County, its agents, representatives, officers, directors, officials and employees for any
claims arising out of Contractor’s work or service.
6.6.9
Commercial General Liability
Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $2,000,000 for each occurrence, $4,000,000
Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit. The
policy shall include coverage for premises liability, bodily injury, broad form property
damage, personal injury, products and completed operations and blanket contractual
coverage, and shall not contain any provisions which would serve to limit third party action
over claims. There shall be no endorsement or modifications of the CGL limiting the scope
of coverage for liability arising from explosion, collapse, or underground property damage.
6.6.10
Automobile Liability
Commercial/Business Automobile Liability insurance and, if necessary, Commercial
Umbrella insurance with a combined single limit for bodily injury and property damage of
not less than $2,000,000 each occurrence with respect to any of the Contractor’s owned,
hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work
or services or use or maintenance of the premises under this contract.
6.6.11
Workers’ Compensation
Workers’ Compensation insurance to cover obligations imposed by Federal and State
statutes having jurisdiction of Contractor’s employees engaged in the performance of the
work or services under this contract; and Employer’s Liability insurance of not less than
$1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000
disease policy limit.
Contractor, its contractors and its subcontractors waive all rights against Contract and its
agents, officers, directors and employees for recovery of damages to the extent these
damages are covered by the Workers’ Compensation and Employer’s Liability or
commercial umbrella liability insurance obtained by Contractor, its contractors and its
subcontractors pursuant to this contract.
SERIAL 200119-RFP
6.6.12
Certificates of Insurance
6.6.12.1 Prior to contract award, Contractor shall furnish the County with valid and
complete certificates of insurance, or formal endorsements as required by the
contract in the form provided by the County, issued by Contractor’s insurer(s), as
evidence that policies providing the required coverage, conditions and limits
required by this contract are in full force and effect. Such certificates shall
identify this contract number and title.
6.6.12.2 In the event any insurance policy(ies) required by this contract is(are) written on
a claims made basis, coverage shall extend for two years past completion and
acceptance of Contractor’s work or services and as evidenced by annual
Certificates of Insurance.
6.6.12.3 If a policy does expire during the life of the contract, a renewal certificate must
be sent to County 15 calendar days prior to the expiration date.
6.6.13
Cancellation and Expiration Notice
Applicable to all insurance policies required within the Insurance Requirements of this
contract, Contractor’s insurance shall not be permitted to expire, be suspended, be
canceled, or be materially changed for any reason without 30 days prior written notice to
Maricopa County. Contractor must provide to Maricopa County, within two business days
of receipt, if they receive notice of a policy that has been or will be suspended, canceled,
materially changed for any reason, has expired, or will be expiring. Such notice shall be
sent directly to Maricopa County Office of Procurement Services and shall be mailed or
hand delivered to 160 South 4th Avenue, Phoenix, AZ 85003, or emailed to the Procurement
Officer noted in the solicitation.
6.7
FORCE MAJEURE
6.7.1
Neither party shall be liable for failure of performance, nor incur any liability to the other
party on account of any loss or damage resulting from any delay or failure to perform all
or any part of this contract if such delay or failure is caused by events, occurrences, or
causes beyond the reasonable control and without negligence of the parties. Such events,
occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake,
storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities
(whether war is declared or not), civil war, riots, rebellion, revolution, insurrection, military
or usurped power or confiscation, terrorist activities, nationalization, government sanction,
lockout, blockage, embargo, labor dispute, strike, interruption or failure of electricity or
telecommunication service.
6.7.2
Each party, as applicable, shall give the other party notice of its inability to perform and
particulars in reasonable detail of the cause of the inability. Each party must use best
efforts to remedy the situation and remove, as soon as practicable, the cause of its inability
to perform or comply.
6.7.3
The party asserting Force Majeure as a cause for non-performance shall have the burden
of proving that reasonable steps were taken to minimize delay or damages caused by
foreseeable events, that all non-excused obligations were substantially fulfilled, and that
the other party was timely notified of the likelihood or actual occurrence which would
justify such an assertion, so that other prudent precautions could be contemplated.
6.8
WARRANTY OF SERVICES
6.8.1
The Contractor warrants that all services provided hereunder will conform to the
requirements of the contract, including all descriptions, specifications and attachments
made a part of this contract. County’s acceptance of services or goods provided by the
Contractor shall not relieve the Contractor from its obligations under this warranty.
SERIAL 200119-RFP
6.8.2
In addition to its other remedies, County may, at the Contractor's expense, require prompt
correction of any services failing to meet the Contractor's warranty herein. Services
corrected by the Contractor shall be subject to all the provisions of this contract in the
manner and to the same extent as services originally furnished hereunder.
6.9
INSPECTION OF SERVICES
6.9.1
The Contractor shall provide and maintain an inspection system acceptable to County
covering the services under this contract. Complete records of all inspection work
performed by the Contractor shall be maintained and made available to County during
contract performance and for as long afterwards as the contract requires.
6.9.2
County has the right to inspect and test all services called for by the contract, to the extent
practicable at all times and places during the term of the contract. County shall perform
inspections and tests in a manner that will not unduly delay the work.
6.9.3
If any of the services do not conform to contract requirements, County may require the
Contractor to perform the services again in conformity with contract requirements, at no
cost to the County. When the defects in services cannot be corrected by re-performance,
County may:
6.9.3.1
require the Contractor to take necessary action to ensure that future performance
conforms to contract requirements; and
6.9.3.2
reduce the contract price to reflect the reduced value of the services performed.
6.9.4
If the Contractor fails to promptly perform the services again or to take the necessary action
to ensure future performance in conformity with contract requirements, County may:
6.9.4.1
by contract or otherwise, perform the services and charge to the Contractor,
through direct billing or through payment reduction, any cost incurred by County
that is directly related to the performance of such service; or
6.9.4.2
Terminate the contract for default.
6.10
ORDERING AUTHORITY
Any request for purchase shall be accompanied by a valid purchase order, issued by Office of
Procurement Services, a Purchase Order issued by the using Department or direction by a Certified
Agency Procurement Aid (CAPA) with a Purchase Card for payment.
6.11
NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION
6.11.1
This contract does not guarantee any minimum or maximum purchases will be made.
Orders will only be placed under this contract when the County identifies a need and proper
authorization and documentation have been approved.
6.11.2
Contractors agree to accept verbal notification of cancellation of purchase orders from the
County Procurement Officer with written notification to follow. Contractor specifically
acknowledges to be bound by this cancellation policy.
6.12
PURCHASE ORDERS
County reserves the right to cancel purchase orders within a reasonable period of time after issuance.
Should a purchase order be canceled, the County agrees to reimburse the Contractor for actual and
documentable costs incurred by the Contractor in response to the purchase order. The County will
not reimburse the Contractor for any costs incurred after receipt of County notice of cancellation,
or for lost profits, shipment of product prior to issuance of purchase order.
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6.13
BACKGROUND CHECK
Contractors need to be aware that there may be multiple background checks (Sheriff’s Office,
County Attorney's Office, Courts as well as Maricopa County general government) to determine if
the respondent is acceptable to do business with the County. This applies to, but is not limited to,
the Contractor, subcontractors and employees.
6.14
MCSO SECURITY/BACKGROUND CLEARANCE GUIDELINES
Jail Facility Access Security Clearance – All service contractor’s (includes subcontractors) entering
Maricopa County Sheriff’s Office (MCSO) jail facilities are required to complete a security
clearance and/or background check by the MCSO. The background investigation may include a
criminal records background check. The background check will be carried out by the MCSO at the
County’s expense (see further details on Exhibit 7, Detention and Sheriff’s Office Facilities Security
Guidelines).
All contractors that work within/for the Custody Support Division shall have a badge provided to
them upon successful completion of the background check. The badge must be displayed at all times
in the jail facilities. The assessment by the MCSO as to eligibility of the contractor’s employee is
final and is not appealable. Once a successful background is completed, each employee and the
contracting company will be required to go through Volunteer Training.
The contractor shall be notified if their employee is approved to perform services at MCSO facilities.
Pursuant to State law, the information derived from the background check cannot be divulged to the
contractor or any other unauthorized party. Final award of this contract may be contingent upon the
contractor’s successful completion of the security clearance requirements.
Contractor personnel shall have entry to detention or district facilities at the discretion of the Sheriff
or his designee for the duration of the contract.
6.15
PRISON RAPE ELIMINATION ACT (PREA)
Under the Prison Rape Elimination Act (PREA), you will be required to undergo a criminal
background records check, which includes being fingerprinted, prior to starting any work, and are
authorizing the Sheriff’s Office to conduct this procedure. See Exhibit 8 for the “Acknowledgement
of Prison Rape Elimination Act” form.
All contractors shall be subject to a criminal background records check, which includes being
fingerprinted, before the contractor can be authorized to perform services for the Sheriff’s Office,
in accordance with the PREA Standards.
All contractors, who are contracted for five or more years, shall be subject to a criminal background
records check, which includes being fingerprinted at least every five years, in accordance with the
PREA Standards.
6.16
PREA TRAINING
All contractors shall sign a PREA Acknowledgement Form, and all contractors will be required to
attend mandatory PREA training each calendar year. Training will be administered by the Custody
Support Division prior to providing services to the Sheriff’s Office.
6.17
SUSPENSION OF WORK
The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or
any part of the work of this contract for the period of time that the Procurement Officer determines
appropriate for the convenience of the County. No adjustment shall be made under this clause for
any suspension, delay, or interruption to the extent that performance would have been so suspended,
delayed, or interrupted by any other cause, including the fault or negligence of the Contractor. No
SERIAL 200119-RFP
request for adjustment under this clause shall be granted unless the claim, in an amount stated, is
asserted in writing as soon as practicable after the termination of the suspension, delay, or
interruption, but not later than the date of final payment under the contract.
6.18
STOP WORK ORDER
The Procurement Officer may, at any time, by written order to the Contractor, require the Contractor
to stop all, or any part, of the work called for by this contract for a period of 90 calendar days after
the order is delivered to the Contractor, and for any further period to which the parties may agree.
The order shall be specifically identified as a stop work order issued under this clause. Upon receipt
of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to
minimize the incurrence of costs allocable to the work covered by the order during the period of
work stoppage. Within a period of 90 calendar days after a stop-work is delivered to the Contractor,
or within any extension of that period to which the parties shall have agreed, the Procurement Officer
shall either:
6.18.1
cancel the stop work order; or
6.18.2
terminate the work covered by the order as provided in the Default, or the Termination for
Convenience clause of this contract.
6.18.3
The Procurement Officer may make an equitable adjustment in the delivery schedule
and/or contract price, or otherwise, and the contract shall be modified, in writing,
accordingly, if the Contractor demonstrates that the stop work order resulted in an increase
in costs to the Contractor.
6.19
TERMINATION FOR CONVENIENCE
Maricopa County may terminate the contract for convenience by providing 60 calendar days
advance notice to the Contractor.
6.20
TERMINATION FOR DEFAULT
The County may, by written notice of default to the Contractor, terminate this contract in whole or
in part if the Contractor fails to:
6.20.1
deliver the supplies or to perform the services within the time specified in this contract or
any extension;
6.20.2
make progress, so as to endanger performance of this contract; or
6.20.3
perform any of the other provisions of this contract.
The County’s right to terminate this contract under these subparagraphs may be exercised if the
Contractor does not cure such failure within 10 business days (or more if authorized in writing by
the County) after receipt of the notice from the Procurement Officer specifying the failure.
6.21
PERFORMANCE
In the event that work performance is unsatisfactory, the contractor will be notified by Maricopa
County and will be given one business day, at no charge to the County, to correct the work.
The contractor shall carry on the operation in such a manner that does not damage County property.
In the event damage occurs to Maricopa County property or any adjacent property by reason of any
custodial service operations performed under this contract, the contractor shall replace or repair the
same at no cost to the County. If damage caused by the contractor has to be repaired or replaced by
the County, the cost of such work shall be deducted from the monies due the contractor.
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It shall be the contractor’s responsibility to meet the performance requirements proposed in the
Scope of Work. Maricopa County reserves the right to obtain services on the open market in the
event the contractor fails to perform, and any price differential will be charged against the contractor.
6.22
OPERATING MANUALS
Upon delivery, contractor shall provide comprehensive operational manuals, service manuals, and
schematic diagrams.
6.23
INSTALLATION
6.23.1
The contractor’s price shall include delivery and installation of all equipment in complete
operating condition.
6.23.2
This includes but is not limited to final positioning of equipment, leveling, anchoring,
grouting, disconnect and reconnect of all water, gas, steam, and electrical.
6.23.3
Contractor is responsible for uncrating, unpacking equipment, placing equipment inside
laundry facility and removal of all packing materials.
6.23.4
The contractor shall perform the work in a way to minimize disruption to the normal
operations. Work must be scheduled ahead of time with MCSO and may include weekends
and holidays.
6.23.5
Upon completion of work, the contractor is responsible for unpacking, cleaning, and
removing from the job site all debris, materials, and equipment associated with the
installation work performed.
6.23.6
Contractor shall remove volatile waste from premises after each visit. All storage and
disposal is at the contractor’s expense.
6.24
CONTRACTOR EMPLOYEE MANAGEMENT
6.24.1
Under no circumstances is it acceptable for the implementation schedule to be impacted by
a personnel change on the part of the Contractor.
6.24.2
Contractor shall not reassign any key personnel without the express consent of the County.
6.24.3
County reserves the right to immediately remove from its premises any Contractor
personnel it determines is a risk to County operations.
6.24.4
County reserves the right to request the replacement of Contractor personnel at any time,
for any reason. Said requested removal shall not be subject to part 6.15.1 of this section.
6.25
TRAINING
The Contractor shall provide a minimum of 16 hours to completely train County personnel in the
use and care of the equipment. All training shall take place on-site at Maricopa County.
6.26
ACCEPTANCE
All documentation shall be completed prior to final acceptance. Equipment will be accepted via the
completion of a successful inspection of the installation and work provided complete such
installation by MCSO and the completion of two weeks of operation without downtime due to
machine or machine controller malfunction.
6.27
MODEL/YEAR OF MATERIALS
The County will only accept bids offering current model/year equipment/material(s).
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6.28
ORDER CUTOFF INFORMATION
Contractors submitting bids shall advise the County of all known order cutoff dates for the
equipment/product(s) specified in this solicitation at the time of bid submission. Notification of any
subsequent cutoff date(s) (learned after submission of bid) shall also be the contractor’s
responsibility. The contractor shall advise the County of subsequent cutoff dates by notifying the
procurement officer, in writing, of the new information.
6.29
WARRANTY
6.29.1
All items furnished under this contract shall conform to the requirements of this contract
and shall be free from defects in design, materials and workmanship.
6.29.2
The warranty period for installation, workmanship and materials shall be for minimum
initial period of 12 months and commence upon acceptance by County.
6.29.2.1 The contractor shall indicate on the price sheet the duration of the warranty and
any applicable limitations or conditions which may apply.
6.29.2.2 The contractor agrees that he will, at his own expense, provide all labor and parts
required to remove, repair or replace, and reinstall any such defective
workmanship and/or materials which becomes or is found to be defective during
the term of this warranty. The contractor shall guarantee the equipment to be
supplied complies with all applicable regulations.
6.30
USAGE REPORT
The Contractor shall furnish the County a usage report, upon request, delineating the acquisition
activity governed by the contract. The format of the report shall be approved by the County and
shall disclose the quantity and dollar value of each contract item by individual unit.
6.31
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST
Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any contract without penalty
or further obligation within three years after execution of the contract, if any person significantly
involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County
is at any time while the contract or any extension of the contract is in effect, an employee or agent
of any other party to the contract in any capacity or consultant to any other party of the contract with
respect to the subject matter of the contract. Additionally, pursuant to A.R.S § 38-511 the County
may recoup any fee or commission paid or due to any person significantly involved in initiating,
negotiating, securing, drafting or creating the contract on behalf of the County from any other party
to the contract arising as the result of the contract.
6.32
CONTRACTOR LICENSE REQUIREMENT
6.32.1
The Contractor shall procure all permits, insurance, licenses and pay the charges and fees
necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any required certification requirements, required by any and all governmental or
non-governmental entities as mandated to maintain compliance with and in good standing
for all permits and/or licenses. The Contractor shall keep fully informed of existing and
future trade or industry requirements, Federal, State and Local laws, ordinances, and
regulations which in any manner affect the fulfillment of a contract and shall comply with
the same. Contractor shall immediately notify both Office of Procurement Services and the
Department of any and all changes concerning permits, insurance or licenses.
6.32.2
Contractor furnishing finished products, materials or articles of merchandise that will
require installation or attachment as part of the contract, shall possess any licenses required.
Contractor is not relieved of its obligation to obtain and possess the required licenses by
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subcontracting of the labor portion of the contract. Contractors are advised to contact the
Arizona Registrar of Contractors, Chief of Licensing, to ascertain licensing requirements
for a particular contract. Contractor shall identify which license(s), if any, the Registrar of
Contractors requires for performance of the contract.
6.33
SUBCONTRACTING
6.33.1
The Contractor may not assign to another contractor or subcontract to another party for
performance of the terms and conditions hereof without the written consent of the County.
All correspondence authorizing subcontracting must reference the contract number and
identify the job project.
6.33.2
The subcontractor’s rate for the job shall not exceed that of the prime Contractor’s rate, as
bid in the pricing section, unless the prime Contractor is willing to absorb any higher rates
or the County has approved the increase. The subcontractor’s invoice shall be invoiced
directly to the Prime Contractor, who in turn shall pass-through the costs to the County,
without mark-up. A copy of the subcontractor’s invoice must accompany the prime
Contractor’s invoice.
6.34
TRADE-INS
Contractor is required to submit prices on trade-in(s) if requested by County. Whether materials will
actually be traded is at the option of the County. Contractor and department shall follow Maricopa
County Procurement Code procedures regarding the disposition of surplus and trade-ins, including
providing a complete description of the product(s) including state of wear, the location, and an “as
is/where is” disclaimer of liability as per policy.
6.35
ORDER LEAD-TIME NOTIFICATION
Contractors submitting bids shall advise the County of lead-time(s) for the required items specified
in this solicitation at the time of bid submission. Notification of any changes to lead time (learned
after submission of bid) shall also be the contractor’s responsibility. The contractor shall also notify
all county representatives included on purchase orders of lead-time information.
6.36
AMENDMENTS
All amendments to this contract shall be in writing and approved/signed by both parties. Maricopa
County Office of Procurement Services shall be responsible for approving all amendments for
Maricopa County.
6.37
ADDITIONS/DELETIONS OF REQUIREMENTS
The County reserves the right to add and/or delete materials and services to a contract. If a service
requirement is deleted, payment to the Contractor will be reduced proportionately, to the amount of
service reduced in accordance with the bid price. If additional materials or services are required
from a contract, prices for such additions will be negotiated between the Contractor and the County.
6.38
STRICT COMPLIANCE
Acceptance by County of a performance that is not in strict compliance with the terms of the contract
shall not be deemed to be a waiver of strict compliance with respect to all other terms of the contract.
6.39
VALIDITY
The invalidity, in whole or in part, of any provision of this contract shall not void or affect the
validity of any other provision of the contract.
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6.40
SEVERABILITY
The removal, in whole or in part, of any provision of this contract shall not void or affect the validity
of any other provision of this contract.
6.41
RIGHTS IN DATA
The County shall have the use of data and reports resulting from a contract without additional cost
or other restriction except as may be established by law or applicable regulation. Each party shall
supply to the other party, upon request, any available information that is relevant to a contract and
to the performance thereunder.
6.42
NON-DISCRIMINATION
Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-
09 including flow down of all provisions and requirements to any subcontractors. Executive Order
2009-09 supersedes Executive Order 99-4 and amends Executive Order 75-5 and may be viewed
and
downloaded
at
the
Arizona
State
Library
Research
website
(http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1)
which
is
hereby incorporated into this contract as if set forth in full herein. During the performance of this
Contract, Contractor shall not discriminate against any employee, client or any other individual in
any way because of that person’s age, race, creed, color, religion, sex, disability or national origin.
6.43
WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-393.01
If vendor engages in for-profit activity and has 10 or more employees, and if this agreement has a
value of $100,000 or more, vendor certifies it is not currently engaged in, and agrees for the duration
of this agreement to not engage in, a boycott of goods or services from Israel. This certification does
not apply to a boycott prohibited by 50 U.S.C. § 4842 or a regulation issued pursuant to 50 U.S.C.
§ 4842.
6.44
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
6.44.1
The undersigned (authorized official signing on behalf of the Contractor) certifies to the
best of his or her knowledge and belief that the Contractor, it’s current officers and
directors;
6.44.1.1 are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from being awarded any contract or grant by
any United States Department or Agency or any state, or local jurisdiction;
6.44.1.2 have not within three-year period preceding this contract;
6.44.1.2.1 been convicted of fraud or any criminal offense in connection with
obtaining, attempting to obtain, or as the result of performing a
government entity (Federal, State or local) transaction or contract; and
6.44.1.2.2 been convicted of violation of any Federal or State antitrust statues or
conviction for embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen
property regarding a government entity transaction or contract;
6.44.1.2.3 are not presently indicted or criminally charged by a government
entity (Federal, State or local) with commission of any criminal
offenses in connection with obtaining, attempting to obtain, or as the
result of performing a government entity public (Federal, State or
local) transaction or contract; and are not presently facing any civil
charges from any governmental entity regarding obtaining, attempting
to obtain, or from performing any governmental entity contract or
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other transaction; and have not within a three year period preceding
this contract had any public transaction (Federal, State or local)
terminated for cause or default.
6.44.1.3 If any of the above circumstances described in the paragraph are applicable to the
entity submitting a bid for this requirement, include with your bid an explanation
of the matter including any final resolution.
6.44.2
The Contractor shall include, without modification, this clause in all lower tier covered
transactions (i.e. transactions with subcontractors) and in all solicitations for lower tier
covered transactions related to this contract.
6.45
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. §41-4401 AND FEDERAL
IMMIGRATION LAWS AND REGULATIONS
6.45.1
By entering into the contract, the Contractor warrants compliance with the Immigration and
Nationality Act (INA using E-Verify) and all other Federal immigration laws and regulations
related to the immigration status of its employees and A.R.S. §23-214(A). The Contractor
shall obtain statements from its subcontractors certifying compliance and shall furnish the
statements to the Procurement Officer upon request. These warranties shall remain in effect
through the term of the contract. The Contractor and its subcontractors shall also maintain
Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and
Control Act of 1986, as amended from time to time, for all employees performing work under
the contract and verify employee compliance using the E-Verify system and shall keep a
record of the verification for the duration of the employee’s employment or at least three-
years, whichever is longer. I-9 forms are available for download at WWW.USCIS.GOV.
6.45.2
The County retains the legal right to inspect Contractor and subcontractor employee
documents performing work under this contract to verify compliance with paragraph 6.45.1
of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s
intent to inspect and shall make the documents available at the time and date specified.
Should the County suspect or find that the Contractor or any of its subcontractors are not in
compliance, the County will consider this a material breach of the contract and may pursue
any and all remedies allowed by law, including, but not limited to; suspension of work,
termination of the contract for default, and suspension and/or debarment of the Contractor.
All costs necessary to verify compliance are the responsibility of the Contractor.
6.46
INFLUENCE
As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct
may be grounds for disbarment or suspension under MC1-902.
An attempt to influence includes, but is not limited to:
6.46.1
A person offering or providing a gratuity, gift, tip, present, donation, money, entertainment
or educational passes or tickets, or any type of valuable contribution or subsidy, that is
offered or given with the intent to influence a decision, obtain a contract, garner favorable
treatment, or gain favorable consideration of any kind.
If a person attempts to influence any employee or agent of Maricopa County, the Chief Procurement
Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County
Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract.
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6.47
UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering into this contract, the Contractor agrees to comply with all applicable provisions of Title
2, Subtitle A, Chapter II, PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST
PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2
C.F.R. § 200 et seq.
6.48
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW
6.48.1
In accordance with section MCI-374 of the Maricopa County Procurement Code the
Contractor agrees to retain (physical or digital copies of) all books, records, accounts,
statements, reports, files, and other records and back-up documentation relevant to this
contract for six years after final payment or until after the resolution of any audit questions
which could be more than six years, whichever is latest. The County, Federal or State
auditors and any other persons duly authorized by the Department shall have full access to,
and the right to examine, copy and make use of, any and all said materials.
6.48.2
If the Contractor’s books, records, accounts, statements, reports, files, and other records
and back-up documentation relevant to this contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse Maricopa
County for the services not so adequately supported and documented.
6.49
AUDIT DISALLOWANCES
If at any time it is determined by the County that a cost for which payment has been made is a
disallowed cost, the County shall notify the Contractor in writing of the disallowance. The course
of action to address the disallowance shall be at sole discretion of the County, and may include
either an adjustment to future invoices, request for credit, request for a check or a deduction from
current invoices submitted by the Contractor equal to the amount of the disallowance, or to require
reimbursement forthwith of the disallowed amount by the Contractor by issuing a check payable to
Maricopa County.
6.50
OFFSET FOR DAMAGES
In addition to all other remedies at Law or Equity, the County may offset from any money due to
the Contractor any amounts Contractor owes to the County for damages resulting from breach or
deficiencies in performance of the contract.
6.51
CONFIDENTIAL INFORMATION
Any information obtained in the course of performing this contract may include information that is
proprietary or confidential to the County. This provision establishes the Contractor’s obligation
regarding such information.
The Contractor shall establish and maintain procedures and controls that are adequate to assure that
no information contained in its records and/or obtained from the County or from others in carrying
out its functions (services) under the contract shall be used by or disclosed by it, its agents, officers,
or employees, except as required to efficiently perform duties under the contract. The Contractor’s
procedures and controls at a minimum must be the same procedures and controls it uses to protect
its own proprietary or confidential information. If, at any time during the duration of the contract,
the County determines that the procedures and controls in place are not adequate, the Contractor
shall institute any new and/or additional measures requested by the County within 15 calendar days
of the written request to do so.
Any requests to the Contractor for County proprietary or confidential information shall be referred
to the County for review and approval, prior to any dissemination.
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6.52
PUBLIC RECORDS
Under Arizona law, all offers submitted and opened are public records and must be retained by the
Records Manager at the Office of Procurement Services. Offers shall be open to public inspection
and copying after contract award and execution, except for such offers or sections thereof
determined to contain proprietary or confidential information by the Office of Procurement Services.
If an offeror believes that information in its offer or any resulting contract should not be released in
response to a public record request under Arizona law, the offeror shall indicate the specific
information deemed confidential or proprietary and submit a statement with its offer detailing the
reasons that the information should not be disclosed. Such reasons shall include the specific harm
or prejudice which may arise from disclosure. The Records Manager of the Office of Procurement
Services shall determine whether the identified information is confidential pursuant to the Maricopa
County Procurement Code.
6.53
PRICES
Contractor warrants that prices extended to County under this contract are no higher than those paid
by any other customer for these or similar services.
6.54
INTEGRATION
This contract represents the entire and integrated agreement between the parties and supersedes all
prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
6.55
RELATIONSHIPS
6.55.1
In the performance of the services described herein, the Contractor shall act solely as an
independent contractor, and nothing herein or implied herein shall at any time be construed
as to create the relationship of employer and employee, co-employee, partnership, principal
and agent, or joint venture between the County and the Contractor.
6.55.2
The County reserves the right of final approval on proposed staff for all task orders. Also,
upon request by the County, the Contractor will be required to remove any employees
working on County projects and substitute personnel based on the discretion of the County
within two business days, unless previously approved by the County.
6.56
GOVERNING LAW
This contract shall be governed by the laws of the State of Arizona. Venue for any actions or lawsuits
involving this contract will be in Maricopa County Superior Court, Phoenix, Arizona.
6.57
ORDER OF PRECEDENCE
In the event of a conflict in the provisions of this contract and Contractor’s license agreement, if
applicable, the terms of this contract shall prevail.
6.58
INCORPORATION OF DOCUMENTS
The following are to be attached to and made part of this contract:
6.58.1
Exhibit A, Pricing;
6.58.2
Exhibit B, Scope of Work;
6.58.3
Exhibit C, Contractor Proposal;
6.58.4
Exhibit D, Office of Procurement Services Contractor Travel and Per Diem Policy.
SERIAL 200119-RFP
NOTICES:
All notices given pursuant to the terms of this contract shall be addressed to:
For County:
Maricopa County
Office of Procurement Services
ATTN: Contract Administration
160 South 4th Avenue
Phoenix, Arizona 85003-2494
For Contractor:
Western State Design, Inc.
Attn: Andy Jeninga
2331 Tripaldi Way
Hayward, CA 94545
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Vendor Information
SERIAL 200119-RFP
NIGP CODE:
RESPONDENT'S NAME:
WESTERN STATE DESIGN, INC.
COUNTY VENDOR NUMBER:
VC0000009350
ADDRESS:
2331 TRIPALDI WAY
HAYWARD, CA 94545
P.O. ADDRESS:
N/A
TELEPHONE NUMBER:
800-633-7153 X 217
FACSIMILE NUMBER:
951-303-6830
WEB SITE:
http://www.westernstatedesign.com/
CONTACT (REPRESENTATIVE):
ANDY JENINGA, SALES
REPRESENTATIVE'S E-MAIL ADDRESS:
ajeninga@westernstatedesign.com
YES
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS CONTRACT:
[X]
RESPONDENT IS REQUIRED TO PICK ONE OF THE FOLLOWING PAYMENT TERMS. FAILURE TO
INDICATE PAYMENT TERMS WILL RESULT IN A DEFAULT TO NET 30 DAYS. RESPONDENT MUST
INITIAL THEIR SELECTION BELOW.
[X] NET 30 DAYS
SERIAL 200119-RFP
EXHIBIT A, PRICING
Planned "Phase 1" Purchase
Machine Year 1 Warranty and PM
Finishing System
Price
Qty
Extended
Price
Equipment being
submitted
Spreader/Feeder
$114,500
1
$114,500
Chicago TriMaxx
Ironer
$245,400
1
$245,400
Chicago Powerhouse
PH-4200-II
Large Piece
Folder/Stacker /
Conveyor
$65,350
1
$65,350
Chicago Skyline S-
12R folder with
discharge table
Small Piece Folder
$41,450
4
$165,800
Chicago Air Elite XL
small piece folder
Other: Please list any options available for the above equipment – N/A
Machine Year 1 Warranty includes preventative maintenance:
Preventative maintenance shall consist of a 4 onsite
“quarterly” visits by Contractor.
The work to be done will consist of the Monthly and Semi-
Annual Preventative Maintenance Tasks describe in a
purchased machine’s Preventative Maintenance section of
machine’s operations manual delivered with the particular
machine.
There will be no hourly or trip charge for these four-
preventative maintenance visits.
Any consumables or replacement wear parts may be
chargeable and are subject to a 20% discount from published
list price.
Installation materials
$8,333
Subtotals:
See Contractor’s replacement parts list with MCSO discount of 20% off the
manufacture’s list (published) price: F.O.B. Destination Freight Prepaid.
Subtotal Finishing System Equipment
and any other materials required for installation:
$599,383
Subtotal Finishing System Delivery:
$18,000
Subtotal Finishing System Removal of Existing
Equipment:
$7,933
Subtotal Finishing System Installation /Set-up:
$36,325
Subtotal Finishing System Training:
$4,600
All-inclusive total for Purchase, Delivery, Removal
of existing Finishing System, Installation of New
Finishing System, Set-up, and Training Total:
$666,241 + applicable taxes on equipment
Trade-In Value
Finishing System
Equipment
Trade-In Value
A three-station spreader/feeder
Jenson Logic 2000 Feeder
1,500
A dryer/ironer
Jensen EXPG 1200
4,000
A folder/stacker
Jensen Jet Folder 150
1,500
Folders
Jensen Jet 300835
500
Folders
Jensen Jet 300836
500
Folders
Jensen Jet 300837
500
Folders
Jensen Jet 300838
500
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Any requests for price escalation for any item on this contract shall be submitted for reviewed and supported by using the Consumer Price Index, U.S. Department of Labor,
Bureau of Labor Statistics-Group: All Urban Consumer (CPI-U), All Items – old base in west urban, all urban consumer, not seasonally adjusted, Series Id-CUUR0400AA0 (the
"Index”). The escalation shall be calculated based upon the percentage increase of the monthly Index between the date of this contract and the date of release to manufacture for
the additional equipment defined to be submitted for approval (i.e. the Index for the month of the request for quote to manufacture minus the Index for the month of contract
divided by the Index for the month of contract, multiplied by 100). Note there is approximately 2-4 month delay in the publishing and finalizing of these Indexes by the Bureau
of Labor Statistics. Therefore, the escalation will be calculated at the time the Index for both months (time of contract being issued and the latest index published month) has been
published. https://data.bls.gov/timeseries/CUUR0400AA0
Washer Dryer Shuttle Machine (Ala Carte Pricing)
Description
Price
Qty
Equipment
being
submitted
Installation
Materials
Delivery
Removal
of Existing
Equipment
Machine
Installation
Training
Washer-extractor 450lb
$175,250
1
Milnor
68036M5K
$6,000
$6,500
$6,250
$20,000
$1,500
Washer-extractor 140lb
$23,800
1
Milnor
42026V6Z
$2,000
$1,500
$1,500
$2,500
$250
Pass Through Dryer 450lb*
$156,100
1
Milnor
76076TG1
with DryVac
$33,000
$6,000
$24,000
$25,300
$2,500
Pass Through Dryer 170lb
$12,150
1
Milnor M175
$2,000
$1,500
$1,500
$2,500
$250
Incline Shuttle Conveyor*
$193,000
1
Incline
Shuttle
Conveyor
$10,740
$7,200
$15,000
$10,000
$2,500
Small Piece Folder
$41,450
1
Chicago Air
Elite XL
$2,000
$300
$2,500
$5,000
$500
Shuttle-Dryer Controller*
$3,900
1
Shuttle/Dryer
Controller
$2,000
$300
$2,500
$5,000
$500
*NOTE:
If the dryers are
replaced one at a
time, there is a lot
of alignment and
extensive
communication
work that needs to
occur
with
dissimilar
equipment. If the
shuttle and all the
dryers
were
replaced at once,
installation could
be handled on a
time and material
basis which may
save result in a
savings
on
the
removal
and
installation costs.
Machine Year 1 Warranty includes preventative maintenance:
Preventative maintenance shall consist of a 4 onsite “quarterly” visits by Contractor. The work to be done will consist of the Monthly and Semi-Annual Preventative
Maintenance Tasks describe in a purchased machine’s Preventative Maintenance section of machine’s operations manual delivered with the particular machine. There will be
no hourly or trip charge for these four-preventative maintenance visits. Any consumables or replacement wear parts may be chargeable and are subject to a 20% discount from
published list price.
SERIAL 200119-RFP
Trade-In
*Trade-In Values may be re-negotiated at the time of purchase/trade-in of future purchases.
Washer - Extractors*
Jensen L-Tron 450 lb
$800
Washer - Extractors*
Jensen L-Tron 500 lb
$800
Washer - Extractors*
Milnor 68036M5K 450-lb
Washer - Extractors*
Milnor 68036M5K 450-lb
Washer - Extractors*
Jenson IPSO model # IPH 140H
$200
Washer - Extractors*
Jenson IPSO model # IPH 140H
$200
Dryers*
Jensen-Senking DT-190 450-lb
$800
Dryers*
Jensen-Senking DT-190 450-lb
$800
Dryers*
Jensen-Senking DT-190 450-lb
$800
Dryers*
Jensen-Senking DT-190 450-lb
$800
Dryers*
Cissell HD175G 175-lb
$100
Dryers*
Cissell HD175G 175-lb
$100
Incline Shuttle Conveyor*
Per pictures in Exhibit 9
$500
Hourly Rates
Labor Rates:
Straight Time
$80
Per Hour
Over Time
$120
Per Hour
Weekend/Holiday Time
$160
Per Hour
Weekend/Holiday Time Travel or Service Call
Charge
$104.50
Per Call
Training (for future purchases)
$125
Per Hour
De-install (for future purchases)
$125
Per Hour
Removal (for future purchases)
$125
Per Hour
Project Management
$125
Per Hour
The following spare parts prices are for machines purchased under the contract and as option for currently installed machines.
CHICAGO EQUIPMENT:
Item Code
Description
Ordered
Unit Price
Ext. Price
EDGE TRI-MAXX CT 2020
0202-080
VALVE SOL 24VDC / SCH:25^
1.00
106.80
106.80
0202-325
R- VALVE
1.00
107.70
107.70
0204-295
REPLACEMENT GRIP FOR TRANSFER
1.00
28.36
28.36
0205-245
ELBOW 10-32 UNF * 1/4"" OD
1.00
3.38
3.38
0208-425
AIR CYLINDER 7/8"" BORE 1"" ST
1.00
35.69
35.69
0208-435
AIR CYLINDER 1-1/4"" BORE 2""
1.00
48.37
48.37
1223-050
BELT, TIMEING 16-1/2"" LONG 1/
1.00
12.19
12.19
1223-300
BELT TIMING 1"" WIDE
1.00
69.80
69.80
1223-905
BELT POLY CHAIN GT 130/135"" L
1.00
183.78
183.78
1223-900
BELT POLY CHAIN GT
1.00
167.78
167.78
SERIAL 200119-RFP
1401-265
OPTOCOUPLER
1.00
67.60
67.60
1401-275
RELAY 1 POLE 24VAC/DC
1.00
39.50
39.50
1414-230
CONTACT BLOCK N/O
1.00
8.74
8.74
1414-235
CONTACT BLOCK 1 N/C
1.00
8.74
8.74
1414-285
CONTACT BLOCK 1 N/C SEALED
1.00
17.43
17.43
1607-405
100 mm FIXED FOCUS D.O. (DBSP)
1.00
100.18
100.18
1607-413
PHOTOSWITCH REFLECTIVE, PNP M8
1.00
104.30
104.30
1607-430
12mm N.C. PROX (XNC)
1.00
97.96
97.96
1607-965
SENSOR, 120MM RANGE
1.00
131.38
131.38
1608-003
TOUCH SENSOR ASSY W/CONNECTOR
1.00
92.22
92.22
1608-625
SENSOR, PROXIMITY 12mm NC, PNP
1.00
74.56
74.56
Textiles
0.00
1003-358
TEV TEX RIBBON 3" * 96" W/PIN
1.00
111.96
111.96
1003-367
POLYESTER RIBBON 2" * 26-1/2"
1.00
6.25
6.25
1003-359
POLYFLAKE RIBBON 3"*107" W/PIN
1.00
158.82
158.82
1001-763
PERFORATED RIBBON 3"" * 95"" W
34.00
14.36
488.24
1003-953
TEV TEX RIBBON 3"" * 86"" W/PI
3.00
63.69
191.07
1003-982
POLYFLAKE RIBBON 3"" *97"" W/G
3.00
89.70
269.10
1003-050
RUFF TOP RIBBON 3"" * 136"" W/
2.00
42.43
84.86
1003-049
RUFF TOP RIBBON 3"" * 133"" W/
2.00
41.88
83.76
1003-331
POLYFLAKE RIBBON 5"*88" W/GUID
2.00
115.64
231.28
1003-329
2"*6-1/4" ELASTIC&2"*32"RUBBER
8.00
9.70
77.60
1003-328
RIBBON
36.00
14.74
530.64
Item Code
Description
Ordered
Unit Price
Ext. Price
POWERHOUSE 32/42/52
0202-365
SOLENOID 24VDC^
2.00
81.32
162.64
0202-460
VALVE STACK SPRING RETURN 1/4"
1.00
105.70
105.7
0203-277
AIR PRESSURE SWITCH 1/4"" NPT
1.00
268.66
268.66
0208-485
AIR CYLINDER 7/8"" BORE 2"" ST
1.00
38.23
38.23
1401-265
OPTOCOUPLER
1.00
67.60
67.6
1401-275
RELAY 1 POLE 24VAC/DC
1.00
39.50
39.5
1401-750
STARTER STAR DELTA 7.5KW 200-2
1.00
403.65
403.65
1406-750
OUTPUT (8x24VDC-HI)
1.00
123.10
123.1
1406-752
OUTPUT TERMINAL (2 CHANNEL HI)
1.00
91.80
91.8
1406-757
OUTPUT ANALOG 2x10V
1.00
380.44
380.44
1411-008
START/STOP ILLUM GREEN/RED 1 N
1.00
87.16
87.16
1411-546
RED MUSHROOM BUTTON STOP TS TU
1.00
80.79
80.79
1413-525
LIMIT SWITCH ADJ LEVER
1.00
42.97
42.97
1614-750
R - TIME RELAY, STAR DELTA 24-
1.00
94.93
94.93
2200-802
RELAY OVERLAPPING 120 V 60HZ W
1.00
35.01
35.01
2213-750
IGNITION CABLE 550mm LONG
1.00
84.73
84.73
2211-750
IGNITION ELECTRODE
1.00
65.02
65.02
2218-585
GAS SAFETY SWITCH LOW PRESSURE
1.00
169.38
169.38
4006-210
WAX HIGH TEMP - MINI FLAKES 50
1.00
371.26
371.26
4500-007
R - RESISTANCE TEMP FEELER/PT1
1.00
443.85
443.85
SERIAL 200119-RFP
4500-044
DUAL RESISTANCE TEMP FEELER 2X
1.00
513.14
513.14
Textiles
1003-186
POLYESTER RIBBON 3"" * 63-1/2"
33.00
13.82
456.06
1012-260
CYLINDER PAD CHEST NOMEX 42""
2.00
1875.72
3751.44
1011-001
R - SNOWFLAKE COVER
1.00
151.20
151.2
Item Code
Description
Ordered
Unit Price
Ext. Price
SKYLINE S-13 - S16 CT
0202-080
VALVE SOL 24VDC / SCH:25^
2.00
106.80
213.60
0202-410
VALVE AIR DOUBLE HEAD W/TWO 1/
1.00
85.46
85.46
0202-945
VALVE 2 WAY 24 VDC 1/4"" NPT
1.00
91.95
91.95
1203-615
V BELT SINGLE SIDE 48"" AX 48
1.00
10.94
10.94
1211-006
CHAIN RIDER SET #40 CHAIN
1.00
32.19
32.19
1401-275
RELAY 1 POLE 24VAC/DC
1.00
39.50
39.50
1406-744
INPUT (8x24VDC-HI)
1.00
140.16
140.16
1411-546
RED MUSHROOM BUTTON STOP TS TU
1.00
80.79
80.79
1413-509
SWITCH WITH ACTUATOR
1.00
38.14
38.14
1413-535
LIMIT SWITCH ADJ LEVER
1.00
44.29
44.29
1607-450
300 mm FIXED FOCUS PNP
1.00
109.20
109.20
1607-955
SENSOR 40MM RANGE
1.00
106.42
106.42
1607-965
SENSOR, 120MM RANGE
1.00
131.38
131.38
1607-977-02
PHOTOSENSOR DARK OPERATE ^
1.00
113.91
113.91
1607-955
SENSOR 40MM RANGE
1.00
106.42
106.42
1608-050
PROXIMITY SWITCH NC PNP
1.00
99.14
99.14
Textiles
1001-144
CANVAS RIBBON 2"" * 246"" W/PI
40.00
14.34
573.60
1001-053
CANVAS RIBBON 2"" * 120"" W/PI
40.00
8.50
340.00
1003-019
TEV TEX RIBBON 3-1/2"" * 189-1
22.00
110.80
2437.60
1003-029
RUBBERIZED RIBBON 2"" * 48"" W
13.00
8.90
115.70
1003-006
RUBBERIZED RIBBON 2"" * 111""
13.00
14.74
191.62
1003-003
RUBBERIZED RIBBON 2"" * 31"" W
13.00
7.57
98.41
1003-018
ELASTIC RIBBON 2"" * 14"" W/PI
2.00
6.98
13.96
1003-281
ELASTIC RIBBON 2"" * 20"" W/P
7.00
7.77
54.39
1003-036
ELASTIC RIBBON 2"" * 29"" W/PI
12.00
8.96
107.52
1003-037
ROUGH TOP RIBBON 2"" * 125"" W
3.00
35.19
105.57
1003-208
ROUGH TOP RIBBON 2"" * 105"" W
2.00
30.42
60.84
1009-450
TRACKING TAPE 3/4"
2.00
44.48
88.96
1009-200
R - TAPE,CLOTH 3 1/4 x 60 yds
1.00
16.22
16.22
1001-053
CANVAS RIBBON 2"" * 120"" W/PI
40.00
8.50
340.00
Item Code
Description
Ordered
Unit Price
Ext. Price
AIR CHICAGO ELITE CT
0202-080
VALVE SOL 24VDC / SCH:25^
1.00
106.80
106.8
0202-325
R- VALVE
1.00
86.16
86.16
0202-410
VALVE AIR DOUBLE HEAD W/TWO 1/
1.00
85.46
85.46
0202-360
R - SOLENOID
1.00
122.10
122.1
SERIAL 200119-RFP
0208-850
REPAIR KIT AIR CYLINDER 1-1/4"
1.00
51.81
51.81
0219-300
BLOW-OFF NOZZLE
1.00
14.67
14.67
1401-275
RELAY 1 POLE 24VAC/DC
1.00
39.50
39.5
1401-505
RELAY SPST 24 VDC 1 POLE ^
1.00
9.69
9.69
1401-512
RELAY 24 VDC 3 POLE
1.00
19.26
19.26
1406-744
INPUT (8x24VDC-HI)
1.00
140.16
140.16
1406-750
OUTPUT (8x24VDC-HI)
1.00
123.10
123.1
1411-250
BUTTON START GREEN ILLUM 1 N/O
1.00
65.05
65.05
1411-546
RED MUSHROOM BUTTON STOP TS TU
1.00
80.79
80.79
1414-680
AUX CONTACT FOR MOTOR PROTECTO
1.00
11.97
11.97
1607-405
100 mm FIXED FOCUS D.O. (DBSP)
1.00
100.18
100.18
1607-405
100 mm FIXED FOCUS D.O. (DBSP)
1.00
100.18
100.18
1607-491
R -4 WIRE CABLE 90 DEGREE M8,2
1.00
17.88
17.88
0203-190-02
REGULATOR 3/8"" NPT^
1.00
35.64
35.64
Textiles
1001-329
CANVAS RIBBON 5"" * 234"" W/PI
2.00
38.86
77.72
1003-351
TEV TEX RIBBON 3-1/2"" * 236-1
2.00
133.98
267.96
1003-935
TEV TEX RIBBON 2"" * 236-1/2""
2.00
81.19
162.38
1003-822
POLYFLAKE RIBBON 3"" * 115"" W
8.00
52.66
421.28
1003-353
POLYFLAKE RIBBON 3"" * 64-1/2"
4.00
31.79
127.16
1003-990
POLYFLAKE RIBBON 3"" * 99"" W/
2.00
45.78
91.56
1001-183
CANVAS RIBBON 2"" * 40"" W/PIN
8.00
5.16
41.28
1001-182
YELLOW STRIPE CANVAS RIBBON 2"
2.00
5.28
10.56
1001-181
BLUE STRIPE CANVAS RIBBON 2""
2.00
5.28
10.56
1001-209
CANVAS 3 X 98"
6.00
48.06
288.36
1003-985
ROUGH TOP RIBBON 2"" * 113-1/2
3.00
32.44
97.32
1001-771
CANVAS RIBBON 3"" * 94"" * W/P
4.00
9.86
39.44
1003-959
TEV TEX RIBBON 2"" * 102"" W/P
2.00
38.96
77.92
MILNOR EQUIPMENT:
Item Code
Description
Ordered
Unit Price
Ext. Price
MLG175
887004
PH7.2.2 BD W/FSS & H2O SW
1.00
666.68
666.68
123553
SQ D METAL E-STOP PUSH/PULL
1.00
38.16
38.16
137005
SDS DOOR SWITCH
1.00
10.87
10.87
815495
MILNOR MED TMBLR SHAFT SPPT
1.00
394.77
394.77
822735
360X2 PH2 PH7 ROT SENSOR SW
1.00
24.60
24.60
180018
4''DIA X 1 1/2W HI-IMPACT WHEE
2.00
88.83
177.66
820925
170-LINT DRAW SCREEN ASSY
1.00
72.11
72.11
122116
24V LINT DOOR SWITCH, N.O.
1.00
28.66
28.66
821078
ADG170 FAN SHAFT MOUNT ASSY
1.00
952.54
952.54
100612
15 X 6 BLWR WHEEL - 1 1/4 BORE
1.00
463.22
463.22
181030
7.5HP 200-230/460/60 TENV 1800
1.00
1780.06
1780.06
880251
1/4''TEMP SENSOR PROBE KIT ASS
1.00
50.47
50.47
130302
L225 TOD#36TXE466757 MANUAL
1.00
10.95
10.95
SERIAL 200119-RFP
882460
ML-175 SHAFT ASSY
1.00
275.68
275.68
883849
FENWAL SINGLE POCKET DSI CONVE
1.00
171.98
171.98
130201
L330 TOD#36TXE466704 MANUAL
1.00
11.07
11.07
122200
SAIL SWITCH
1.00
9.69
9.69
882451
DSI IGNITOR/FLAME PROBE W/HV W
1.00
76.55
76.55
165119
DSVP40 FSS H2O IN VALV 24V AC.
1.00
62.66
62.66
822752
PH7 FSS TEMP SENSOR ASSY
1.00
52.11
52.11
76076TG1
60C509UT
'WHEEL SINGLE 9''''OD URETHANE
1.00
426.12
426.12
09RPS18ADU
PRXSW QK CONN 18M NO-DC UNSHLD
1.00
157.45
157.45
30R0225P
THERMOSW.FENWAL CLOSE @ 225F S
1.00
246.71
246.71
56VB083X
VBELT BX83 RAWEDGE COG
3.00
23.97
71.91
30R0055PK
'DRYER T/C PROBE 6'''' W/BUSHI
1.00
241.10
241.10
KWRBBA0004
DRYER BRG HSG REPLACEMENT KIT
1.00
982.45
982.45
09N19112
'AIR PRESSW 2.0-20''''WC DUNGS
1.00
129.06
129.06
96R302B37
'1/8''''AIRPILOT 3W NO 120V50/
1.00
95.85
95.85
96R301B37
'1/8''''AIRPILOT 3W NC 120V50/
1.00
63.14
63.14
09RM01212S
CAPSW 12' 180DEG ROLLER SILVER
1.00
128.50
128.50
09K061D
SOLENOID 120V 60C #8940
1.00
145.83
145.83
08BNDSRAT
BD:DRY SAFETY ROTATION->TEST
1.00
72.74
72.74
08BS816CT
SERIAL 8OUT-16INPUT-TESTED
1.00
230.83
230.83
08BSDACT
BD:SERIAL D-A CONVERTR->TEST
1.00
342.22
342.22
09CL2C-C37
RELAY-LATCH DPDT 120V 2-COIL
2.00
104.32
208.64
09RPE011
PHOTOEYE VALU-BEAM 10-30DC
1.00
321.50
321.50
09C024D37
4PDT MINITURE RELAY PT W/LED
3.00
24.28
72.84
08BSEVFD5V
BD:SER VFD.2LINE-19200B-TEST
1.00
393.68
393.68
08PSS3401X
40 WATT POWER SUPPLY-REPLACE
1.00
105.39
105.39
09MWB00996
V1000 INVERTER 9.2AMP 460V
1.00
690.74
690.74
Item Code
Description
Ordered
Unit Price
Ext. Price
DRYVAC3
02 02366A
GASKET DOORGLASS = DRYER
1.00
9.58
9.58
09R012
MICSW SPDT PAINTED BZE6-RN 01
1.00
64.86
64.86
13E400A96
BLOWER ASSY 1500SCFM 208/220/2
1.00
3981.75
3981.75
27C201
AIRCYL 1-1/16BOREX1-1/2STKE
1.00
65.22
65.22
96P056C37
'3/4''''NC 110V PARKER #12F24C
1.00
461.82
461.82
96J019F
1/4PRESREG7-123PSI#AR20-N02H-Z
1.00
39.07
39.07
09RM01212S
CAPSW 12' 180DEG ROLLER SILVER
1.00
128.50
128.50
09K061D
SOLENOID 120V 60C #8940
1.00
145.83
145.83
96R301B37
'1/8''''AIRPILOT 3W NC 120V50/
1.00
63.14
63.14
08BS816BT
BOARD:SERIAL 8OUT-16IN-TEST
1.00
249.30
249.30
09CL2C-C37
RELAY-LATCH DPDT 120V 2-COIL
1.00
104.32
104.32
30R0225P
THERMOSW.FENWAL CLOSE @ 225F S
1.00
246.71
246.71
08BSPDT
8088 PROCESSOR -> TESTED
1.00
495.69
495.69
SERIAL 200119-RFP
Item Code
Description
Ordered
Unit Price
Ext. Price
42026V6Z
02 11993A
'20'''' DOOR GASKET FLAT FRONT
1.00
339.26
339.26
98CMCR0925
ASSY=DR HNDL MECH
1.00
311.72
311.72
96P058A37
'1/4''''NPT X 1/8''''ORIFICE 1
1.00
119.03
119.03
02 03588J
PERISTALTIC/WATER INLET 3022H
1.00
104.14
104.14
96P152A37
'1+1/4''''NC 110V W/LEADS BURK
1.00
349.25
349.25
96V611
FKM STOPPER KIT-BURKERT 6281EV
1.00
73.40
73.40
96V614
DN25 FKM DIAPHRAGM REP. KIT-BU
1.00
100.28
100.28
96P040A37
'3/4''''STEAMVAL120V50/60C 150
1.00
323.19
323.19
96P013G37
'3/4'''' 2WAYPLASTCVAL 120V60C
1.00
33.77
33.77
96D350A37C
'DRNVAL 3''''N/O 120V50/60C W/
1.00
159.18
159.18
09R020
SWITCH NC VIBR#WZ-2RW84429-P52
1.00
29.58
29.58
30R0043PB
TEMPERATURE PROBE ASSY=BRASS
1.00
80.01
80.01
08BHA9E3GT
ASSY:ARM9 PROC+5.7 OPTREX DSP>
1.00
1489.66
1489.66
09R010D
DOOR LOCK SWITCH
1.00
8.77
8.77
09R014A
MINI-SW SPDT STAKON #V-15G-1C2
1.00
4.52
4.52
09K063C24
DOOR LOCK SOLENOID 24V
1.00
92.51
92.51
39G820AAT
10HP 4P 220/380/440 50/60HZ
1.00
1552.08
1552.08
08PSS3401X
40 WATT POWER SUPPLY-REPLACE
1.00
105.39
105.39
56VB093X
VBELT BX93 RAWEDGE COG
3.00
36.14
108.42
09MWB03374
V1000 INVERTER 33AMP 230V
1.00
1168.86
1168.86
Item Code
Description
Ordered
Unit Price
Ext. Price
KXMDHWRPC5 is REPLACE MENTOR/MULTITRAC
08PC4485PX
PCI BOARD W/4RS-422/485 PORTS
1.00
338.98
338.98
08PCUSB010
FLASH DRIVE 4GB RED
1.00
14.03
14.03
WUPCTRUIMG
ACRONIS BACKUP & RECOVERY WORK
1.00
171.62
171.62
08PSL6C224
POWER SUPPLY UNO-2904376 PS/1A
1.00
308.89
308.89
Item Code
Description
Ordered
Unit Price
Ext. Price
68036M5K
56VB171XB4
VBAND 4RBX171 EACH =1
1.00
390.80
390.80
96J019G
'1/4''''FILTERREG 0-60PSI''
1.00
192.24
192.24
54KC7975
'CALIPER HYD D/A 1/2'''' RETRA
1.00
355.50
355.50
60BS6839
SHOCK ABSORBER #08575707Y
2.00
185.83
371.66
09RPS18CAS
PRXSW QKCO 18M NO-AC SHLD
1.00
147.16
147.16
09RPTAC095
CONN. 90 FEM 3-PIN AC 3A 5M WK
1.00
35.33
35.33
09R008BSTD
* 09R008B+MOUNTING HDWRE+INST
1.00
113.69
113.69
96M055
'DELTROL QUICK EXHAUST VLV.1/4
1.00
69.73
69.73
96M055A
REPAIR KIT FOR 96M055#10128-09
1.00
13.39
13.39
09RM02212S
CAPSW 12' 180DEG ROLLER SILVER
1.00
142.01
142.01
96RH714E71
CONTROL VALVE HYTOS RPE3-063Y1
1.00
362.54
362.54
SA 15 028
* DOOR LATCH ASSY-DIVCYLS
1.00
320.15
320.15
K15 0004
KIT = 60B100 AIR MOUNT
1.00
238.38
238.38
09R012
MICSW SPDT PAINTED BZE6-RN 01
1.00
64.86
64.86
SERIAL 200119-RFP
09RPE006B2
PHOTOEYE ON/OFF LOGICMOD #LM3
1.00
86.49
86.49
09RPE006A
PHOTOEYE EMITTER 24/120V AC
1.00
249.90
249.90
09RPE007C1
P.E. PWR.BLK. 240V-OUT 240V-IN
1.00
231.01
231.01
09RPS18CAU
PRXSW QK CONN 18M NO-AC UNSHLD
1.00
147.16
147.16
09RPTAC095
CONN. 90 FEM 3-PIN AC 3A 5M WK
1.00
35.33
35.33
96D088FBA
'2'''' BALVAL+ACT BRS N/C BONO
1.00
1036.75
1036.75
96D0009E
'3/4''''NPTBRZ N/C STEAMVAL AN
1.00
362.61
362.61
96TDC2AA71
'1/2''''N/C2WY240V50/60C VLV(D
1.00
312.25
312.25
96D0011E
'1.25''''NPTBRZ N/C STEAMVALAN
1.00
400.97
400.97
96D0011ER5
'REPAIR KIT 1.25'''' #2000 BRO
1.00
102.95
102.95
SA 28 158
'* BONNET+AIRCYL=8''''SS DUMPV
1.00
496.78
496.78
09RPS30CAS
PROXSW QK CONN 30M NO-AC SHLD
1.00
164.87
164.87
09RPTAC095
CONN. 90 FEM 3-PIN AC 3A 5M WK
1.00
35.33
35.33
09RPS30DAS
PRXSW QK CONN 30M NC-AC SHLD M
1.00
151.58
151.58
09RPS30ADS
PROX SW QK CONN 30M NO-DC SHLD
1.00
123.44
123.44
09RPSDC095
CON.90DEG FEMALE DC 3A300V 5M
1.00
33.51
33.51
09R008A
MICSW SPDT BZE6-2RN183
1.00
100.49
100.49
09R020
SWITCH NC VIBR#WZ-2RW84429-P52
1.00
29.58
29.58
Item Code
Description
Ordered
Unit Price
Ext. Price
68036M5K Continued
08BNLTT
LEVEL TRANSDUCER BD->TEST
1.00
374.26
374.26
09N069
'PRESS SW 4''''WC INVENSYS 738
1.00
34.51
34.51
30R0043PB
TEMPERATURE PROBE ASSY=BRASS
1.00
80.01
80.01
08BSADCT
BD:SERIAL A-D CONVERT->TEST
1.00
301.62
301.62
08BNCMBT
COIN MACHINE SNUBBER->TESTED
1.00
259.17
259.17
08BHA9D4T
ASSY:ARM9 PROC+8.4 OPTREX DSP-
1.00
4715.42
4715.42
08BS816CT
SERIAL 8OUT-16INPUT-TESTED
1.00
230.83
230.83
08BS816DHT
BD:SMT HIGH-SPEED 8OUT-16INPUT
1.00
446.85
446.85
09C024D71
RELAY 4PDT DIFGLD 14PN 240V W/
2.00
31.43
62.86
09FF006AMA
FUSE BK/ABC 6 AMP 250V BUSS
5.00
2.89
14.45
09FF006AWV
FUSE BUSS STYLE CC TYPE FNQ-R
2.00
40.18
80.36
08PSS3401X
40 WATT POWER SUPPLY-REPLACE
1.00
105.39
105.39
96RH711E71
DIRECTIONAL CNT VLV D05NG10 23
1.00
585.50
585.50
96R301B71
'1/8'''' AIRPILOT 3W NC 240V50
1.00
74.87
74.87
SERIAL 200119-RFP
Exhibit B
SCOPE OF WORK
1.0
SCOPE OF WORK
1.1
The laundry facility machine fleet consists of a sheet and blanket finishing system and folding
machines for towels, gowns, and shirts, industrial grade washing machines/dryers of various
capacities, and an incline shuttle conveyor.
1.2
Replacement parts and consumables (e.g. machine oil, fabric tape) must be available within one
business day of request without any additional shipping and handling cost to MCSO.
1.3
Service and support for computer controls, software, and interfaces must be available from the
contractor, manufacturer, and/or authorized IT service provider via remote interface/connection, for
example, MCSO will be connected by a laptop computer with a wireless cellular card or USB device
to the contractor or contractor’s designated service support provider.
1.4
All equipment shall have Factory Mutual System (FM) or Underwriters Laboratories (UL) approval
and listing, or other testing agency approval and listing that is recognized throughout the United
States, as applicable.
1.5
Motor controllers, switches and relays in all equipment shall conform to NEMA Standards with all
machine wiring conforming to the National Electrical Code, as applicable.
1.6
New equipment shall meet or exceed the performance and requirements described in “Machines
currently in use,” and described in “Desired Features: Finishing System,” and “Desired Features:
Washers-Extractors” (see below).
1.7
New equipment shall have a minimum life expectancy of 10 years.
1.8
CONTRACTOR REQUIREMENTS
1.8.1
Machines will be purchased on an as-needed basis over the term of the contract. The
contractor must complete delivery, installation, training, and any other task associated with
the purchase on or before June 30th or the last business day of the fiscal year it is ordered.
1.8.2
Contractor will uninstall, remove, and dispose of current (old) machines, furnish and install
all new machines, and provide any required project management.
1.8.3
Contractor will provide delivery, installation, set-up, and training for all new equipment.
1.8.4
Contractor shall be required to provide new/un-used equipment. No remanufactured
equipment will be accepted. Product/operator manuals and warranty information must be
provided at time of equipment delivery.
1.8.5
Contractor shall maintain and/or provide support and parts and labor for new machines
from the date of acceptance of the machinery by MCSO and throughout the life of the
contract.
1.8.6
The contractor shall provide proof, upon request by MCSO, that it is factory authorized to
provide service and parts.
1.8.7
It shall be the contractor’s responsibility to meet the proposed delivery requirements.
Maricopa County reserves the right to obtain services on the open market in the event the
contractor fails to make delivery and any price differential will be charged against the
contractor.
SERIAL 200119-RFP
1.8.8
In the event that work performance is unsatisfactory, the contractor will be notified by
Maricopa County and will be given one business day at no charge to the County to correct
the work.
1.8.9
The contractor shall perform the work in a way to minimize disruption to the normal
operations. Upon completion of work the contractor is responsible for cleaning and removing
from the job site all debris, materials and equipment associated with the work performed.
1.9
The contractor shall carry on the operation in such a manner that does not damage County property.
In the event damage occurs to Maricopa County property or any adjacent property by reason of any
custodial service operations performed under this contract, the contractor shall replace or repair the
same at no cost to the County. If damage caused by the contractor has to be repaired or replaced by
the County, the cost of such work shall be deducted from the monies due the contractor.
1.10
MACHINES CURRENTLY IN USE
1.10.1
Sheet and Blanket Finishing System: The finishing system consists of three machines.
1.10.1.1
A three-station spreader/feeder – Jenson Logic 2000 Feeder
1.10.1.2
A dryer/ironer – Jensen EXPG 1200, gas heated, dual roller
1.10.1.3
A folder/stacker – Jensen Jet Folder 150 (Jenfold Classic)
1.10.1.4
The current finishing system processes 4,000 - 66”x 104” cotton sheets per day.
1.10.2
Small Piece Folders
1.10.2.1
Jensen Jet Folders
1.10.2.2
Four folders are in use; serial numbers 300835 though 300838
1.10.3
Washer – Extractors
1.10.3.1
Jensen L-tron 450 lb, two-way tilting washer-extractors
1.10.3.2
Jensen L-tron 450-lb, two-way tilting washer-extractors
1.10.3.3
Two Milnor 68036M5K 450-lb two-way tilting washer-extractors
1.10.3.4
Two Jensen IPSO, model number IPH 140H P41121SRJUSA,
1.10.3.5
Current machines operate 20 hours a day, four days a week
1.10.4
Dryers
1.10.4.1
Four Jensen-Senking DT-190 450-lb
1.10.4.2
Two Cissell HD175G 175-lb
1.10.4.3
Current machines operate 20 hours a day four days a week
1.10.5
Incline Shuttle Conveyor
1.10.5.1
Jensen-Senking
1.10.5.2
Shuttle is approximately 13ft long by 7ft wide
1.10.6
Shuttle Controller Panel
This control panel has all the programming for the dryer shuttle controller panel. It drives
the shuttle to the appropriate/open dryer to deliver a load of just washed clothing, sheets,
blankets, etc.
1.11
MINIMUM REQUIREMENTS FOR NEW EQUIPMENT
1.11.1
Finishing System
1.11.1.1
The ability to process 6,000 sheets or blankets per day:
1.11.1.2
66”x 104” (50% cotton/50% polyester) sheets
1.11.1.3
72” x 108” 2.1-pound blankets
1.11.1.4
Sheets and blankets are run in separate batches
1.11.2
Finishing system must fit in an area 20ft wide x 38ft long x 9ft high.
SERIAL 200119-RFP
1.11.3
Finishing system will operate 16 hours a day, four days per week in an environment that
averages 80 degrees Fahrenheit.
1.11.4
Finishing system shall conform to any and all current and applicable safety standards and
be certified (UL listing) as complying.
1.11.5
Individual machines and/or the finishing system will have a computer machine controller
interface.
1.11.5.1
Machine Control/Interface
1.11.5.2
Operate via programmable logic controller (PLC)
1.11.5.3
Operator interface shall be thin-film transistor (TFT), touch screen, color display,
7” wide or larger
1.11.5.4
Multi program memory, able to program a minimum of 10 programs
1.11.5.5
Password protected
1.11.5.6
Service mode capability for diagnostics, trouble shooting, and basic machine
configuration
1.11.5.7
Temperature control circuits
1.11.5.8
SD flash memory slot for download/upgrade product and machine parameters
1.11.5.9
On screen diagnostics.
1.11.6
Spreader/Feeder
1.11.6.1
Cornerless feeding system
1.11.6.2
Three loading stations
1.11.6.3
480v/60h/three-phase electrical
1.11.6.4
Variable speed range of 20 to 160 RPM
1.11.6.5
Example Machine: Chicago Edge Tri-Max CT
1.11.7
Ironer
1.11.7.1
Deep Chest Ironing
1.11.7.2
Auto speed control (three pieces)
1.11.7.3
Burner - gas heated
1.11.7.3.1 The gas main shall not be moved. Contractor is responsible to ensure
the new machine is configured in a manner so as to allow the gas
main to be connected in a safe and efficacious manner.
1.11.7.4
42” Roll diameter, 120” usable width
1.11.7.5
Exhaust Canopy
1.11.7.6
480v/60h/three-phase electrical
1.11.7.7
Example Machine: Chicago Powerhouse II 4200 (two roll 42”)
1.11.8
Large Piece Folder/Stacker/Conveyor
1.11.8.1 120” useable width
1.11.8.2
Visual and audible jam alarm
1.11.8.3
Self-cleaning photo cells preferred
1.11.8.4
Right hand discharge required.
1.11.8.5
480v/60h/three-phase electrical
1.11.8.6
Minimum number of folds required: Six
1.11.8.7
Right-hand discharge. (Perspective: facing the spreader/feeder.)
1.11.8.8
Example Machine: Chicago Skyline CT S-16
1.11.9
Small Piece Folders (Standalone machines)
1.11.9.1
Able to fold and stack towels, gowns, scrubs and other similar items
1.11.9.2
French folds on items with dimensions 36”W x 96”L to 20”Wx20”L
1.11.9.3
Half folds on items up to 26”W
SERIAL 200119-RFP
1.11.9.4
Primary fold may be by-passed for cross folding only on items less than 12”W x
20”L
1.11.9.5
Cross folds in 1/2, 1/4, or 1/3 package
1.11.9.6
Machine control/interface: per description in section 2.11.5
1.11.9.7
Rear discharge conveyor stacker
1.11.9.8
Auto reject system
1.11.9.9
480v/60h/three-phase electrical
1.11.9.10 Example Machine: Air Chicago Elite XL
1.12
WASHERS AND DRYERS
1.12.1
Washers and dryers shall be compatible with the currently installed Softrol operating
system and liquid chemical distribution system.
1.12.2
Desired features: Washer-extractor 450 lb.
1.12.2.1
Capacity – 450 lbs. minimum
1.12.2.2
Front unloading door with two-way tilt (forward and backward)
1.12.2.3
Programmable controller interface per section 2.11.5
1.12.2.4
480v/60h/three-phase electrical
1.12.2.5
Replacement machine is required to fit in current machine’s footprint/space
1.12.2.6
Example machine: Milnor Model 68036 M5K
1.12.3
Desired features: Washer-Extractor 140 lb. Rigid Mount
1.12.3.1
Capacity – 140 lbs. minimum
1.12.3.2
Front unloading door
1.12.3.3
Programmable controller interface
1.12.3.4
480v/60h/three-phase electrical
1.12.3.5
Replacement machine is required to fit in current machine’s footprint/space
1.12.3.6
Example machine: Milnor V-Series Model 42026 V6Z
1.12.4
Desired Features Pass Through Dryer 450 lb. (load at one end and discharge at the other)
1.12.4.1
Capacity 450lb minimum
1.12.4.2
Replacement machine is required to fit in current machine’s footprint/space
1.12.4.3
Automatic lint removal system
1.12.4.4
Programable controller interface per section 1.11.5
1.12.4.5
480v/60h/three-phase electrical
1.12.4.6
Example machine: Milnor Model 7676 Pass Through Dryer
1.12.5
Gas Dryer 170lb Desired features:
1.12.5.1
Capacity – 140 lbs. minimum
1.12.5.2
Front door
1.12.5.3
Programable controller interface
1.12.5.4
480v/60h/three-phase electrical
1.12.5.5
Replacement machine is required to fit in current machine’s footprint/space
1.12.5.6
Example machine: Milnor M175
1.12.6
Shuttle – Dryer Controller: Please propose a controller that best works with the other
equipment being proposed.
1.13
TECHNICAL AND DESCRIPTIVE SALES LITERATURE
The contractor shall provide copies of manufacturer’s technical and/or descriptive literature (.pdf
versions of sales literature, brochures, and/or webpages) specific to the material(s) the contractor
proposes to provide. Literature shall be sufficient in detail to allow for full and fair evaluation of the
SERIAL 200119-RFP
material(s) submitted and must be included with the bid. Failure to include this information may
result in the bid being rejected.
1.14
SUBSTITUTIONS
1.14.1
The contractor will be required to provide only the product(s) awarded. Substituted
products delivered or provided to MCSO without prior written approval are prohibited, will
be returned at the vendor’s expense, and may cause termination of the contract.
1.14.2
In the event the product specified can no longer be provided for reasons beyond the
contractor’s control (i.e. product discontinuance/model changes), the contractor shall
provide an alternate product request to MCSO in writing and include manufacturer product
specifications. The substituted product shall meet (or exceed) all terms, conditions, and
specifications applicable to the original specified product. Acceptance of a substituted
product is at the sole discretion of the MCSO. An alternate product sample may be required
by the MCSO for review prior to acceptance.
1.15
MAINTENANCE AND REPAIR
1.15.1
Other than work covered by warranty, MCSO staff normally performs repairs and routine
maintenance.
1.15.2
Requests for non-warranty service will be on a time and materials basis as requested by
MCSO.
1.15.3
The contractor shall furnish and maintain during the entire period of this contract all
necessary labor, supervision, tools, instruments, equipment, supplies, and accessories
sufficient in number, condition, and capacity to efficiently perform the required work and
render the services required at the designated locations.
1.15.4
The contractor shall reinstall all existing safety guards and/or devices prior to leaving the
equipment area.
1.15.5
MCSO shall decide whether the quality of work provided under this contract is acceptable.
Unacceptable maintenance and repair work will be addressed as described below in section
6.14, Performance.
1.15.6
In the case that an authorized representative of the contractor is called upon to provide
services required under this contract, the authorized representative of the contractor shall,
upon request, provide evidence of technical training on the type of laundry equipment
specified herein, and shall have at least five years’ experience with commercial laundry
repair.
1.16
STOCK OR REPLACEMENT EQUIPMENT AND MATERIALS
1.16.1
The contractor shall maintain an adequate stock of commonly used replacement parts and
materials to assure the level of response specified. All parts shall be original equipment
manufacturer or equal.
1.16.2
Contractor shall have locally available, competently trained personnel and shall provide
unlimited emergency call service with a response time on-site of FOUR hours or less, seven
days a week, twenty-four hours a day, three hundred sixty-five days per year including
holidays.
1.16.3
Routine maintenance inspections, if required, shall be made (monthly) between 4:00 a.m. and
7:00 p.m. Monday through Thursday.
1.16.4
Contractor shall furnish all labor, materials, tools, equipment, and services for clean up as
required in conjunction with work performed.
1.16.5
Contractor shall remove volatile waste from premises after each visit. All storage and
disposal is at the vendors/contractors expense.
1.16.6
Contractor shall use materials recommended by manufactures on surfaces to be cleaned.
SERIAL 200119-RFP
Exhibit C
CONTRACTOR’S PROPOSAL
APPROACH TO THE PROJECT
Contractor is aware that the equipment installation is in a correctional setting within the MCSO operating
laundry facility. All security and safety concerns have been considered and are included in the installation of
equipment.
Contractor’s vast experience in correctional setting laundries, especially during the installation phase and the
ongoing preventative maintenance contracts awarded assures that the program intent will be achieved.
Contractor Quality Assurance
Arizona General Contractor License Number: 312023 (expiration date: 3/31/2021)
State Registration Entity Number: F21269922
Labor Number: 6362471 9
Workers’ Compensation: WEWC011187
5.5.4 – PROPOSAL
5.5.4.1
Response to the requirements listed in the Scope of Work (1.1 through 1.16), a statement of
acknowledgement, and explanation of your firm’s understanding and acceptance of the requirements and
how it will fulfill them. – ACCEPT & AGREE TO THE AFOREMENTIONED.
Scope of Work - Furnishing Equipment (Phase 1)
Contractor has reviewed and agrees to perform all installation tasks as specified. The Scope of Work is reflected in
the proposal and includes the following:
Phase 1: all equipment shall be 480 v/60/3ph
-
One (1) Chicago TriMaxx Feeder
-
One (1) Chicago Powerhouse 4200-II Ironer (including 150 gallons of Paratherm thermal fluid)
-
One (1) Chicago Skyline S-16 Stacker right hand discharge large piece folder/cross folder
-
Four (4) Chicago Air Elite XL small piece folders
Scope of Work - Installation (Phase 1)
Receive all equipment, stage, uncrate and move into the specified area on the attached Equipment Layout.
THE BID PRICE INCLUDES ALL EQUIPMENT, INSTALLATION MATERIAL, INSTALLATION
LABOR, SUPERVISION AND RENTAL EQUIPMENT.
Finishing & Folding Equipment (Phase 1)
Disconnecting existing feeding, folding and finishing equipment
Disconnect and remove the following equipment:
o
Jensen Logic feeder
o
Jensen EXPG 1200 gas heated ironer
o
Jensen classic large piece folder
o
Jensen Jet small piece folders
Furnish barrels to drain and dispose of existing Paratherm thermal fluid
Terminate electrical and pneumatics (including exhaust ducting) as specified
Cap off all ironer flanges
Installation for feeding, folding and finishing equipment (Phase 1):
Clean and prep area for installation of new equipment
Move in and assemble all new feeding, folding and finishing equipment
Fill and pump in Paratherm thermal fluid heating oil into the Powerhouse 4200-II Ironer
Furnish and install insulated chimney flue from ironer exhaust duct and route to the building exterior roof
SERIAL 200119-RFP
Furnish and install vacuum spiral exhaust ducting from point of connection (POC) on the ironer and route to
the building exterior roof
Re-route and perform final connection hook-up to all utilities, including but not limited to natural gas,
compressed air, and electrical service
Boil out Powerhouse 4200-II Ironer and purge all air from the existing thermal fluid system
Startup test, adjust and program all equipment
Train management, operational and maintenance personnel
OPTIONAL PURCHASE: WASHER DRYER SHUTTLE MACHINE (ALA CARTE PRICING)
Scope of Work - Furnishing Equipment
Washer Extractors, Dryers, Shuttle & Controller, and Small-Piece Folder:
-
One (1) Milnor 450lb Washer Extractor (68036M5K)
-
One (1) Milnor 140lb washer extractor (42026V6Z)
-
One (1) Milnor 450lb pass-through dryer (76076TG1) including Dryvac 3 lint collector
-
One (1) Milnor 170lb dryer (M175)
-
One (1) Chicago Air Elite XL small piece folder
-
One (1) Incline Shuttle conveyor
-
One (1) Shuttle-Dryer controller
This Scope of Work requires interfacing controls from various equipment manufacturers. Contractor has experience
with this Scope of Work at the MCSO laundry and is critical to have effective communication in the same I/O language
in order to operate efficiently.
Disconnect and remove the following existing equipment:
o
One (1) Jensen L-Tron 450lb two-way tilt washer extractor
o
One (1) Jensen Ipso IPH 140H washer extractor
o
One (1) Cissel HD175 dryer
o
One (1) Jensen 450lb pass thru dryer
o
One (1) Jensen-Senking incline Shuttle conveyor
Equipment Installation for new Washer Extractors, Dryers, Lint Collector, and Shuttle & Controls:
Clean and prep surfaces
Move in and assemble all new equipment
Level, anchor and grout washer extractors
Level and anchor dryers, lint collector, shuttle and controls
Make ready all equipment for final connections
Re-route existing utilities and make final connections, including but not limited to compressed air, 480volt
electrical, hot & cold water, wastewater drain, domestic cold fire water suppression, and high-pressure steam
Modify the two (2) existing coaxial ducting for exhaust and make-up air as required for the Milnor 450lb
pass-through dryer (76076TG1) and the lint collector
All work performed shall match existing conditions
Coordinate installation of laundry chemical distribution system with laundry chemical vendor
Startup, test and adjust to ensure communication between existing monorail, shuttle system, pass through
dryers and washer extractors
Train management, operational and maintenance personnel
5.5.4.2 Statements regarding compliance to the specifications for each machine being offered. Detailed specifications
may be attached. – ACCEPT & AGREE TO THE AFOREMENTIONED:
see specification literature (attached pdf)
2.1.1 thru 2.1.6 - BID TO EXACT SPECIFICATIONS.
5.5.4.3 - SCHEDULE: SAMPLE TIMELINE FOR A MACHINE TO BE DELIVERED AND INSTALLED.
SCHEDULE OF EVENTS PHASE 1 (Sample only – subject to change)
Proposed Award of contract
March 11,2020
Issue purchase orders to manufacturers
March 13, 2020
Delivery of equipment
June 1, 2020
SERIAL 200119-RFP
Removal of Equipment
June 3, 2020
Installation/Assembly of equipment
June 8, 2020
Final connections of equipment
June 15, 2020
Startup and testing
June 18, 2020
Operational
June 22, 2020
5.5.4.4
PRICING – SEE Western State Design - 200119-Attachment_D_-_Pricing_Sheet_Addendum_1 (2)
EXCEL SPREADSHEET ATTACHED – ACCEPT & AGREE TO THE AFOREMENTIONED
5.5.4.5
PROPOSALS SHOULD BE ALL-INCLUSIVE, DETAILING RESPONDENT’S BEST OFFER. –
ACCEPT & AGREE TO THE AFOREMENTIONED
5.5.5
QUALIFICATIONS – THIS SECTION SHALL DESCRIBE THE RESPONDENT’S ABILITY AND
EXPERIENCE RELATED TO THE EQUIPMENT AND SERVICES PROPOSED. – ACCEPT & AGREE
TO THE AFOREMENTIONED: SEE ATTACHMENT C.
The contractor will assign a Project Manager onsite for the installation and coordinate all building utility
modifications and equipment delivery with the engineering staff and the MCSO laundry department manager.
The contractor has Factory-Authorized Trained Service Technicians in Phoenix, AZ to continue providing
warranty and ongoing services for all existing equipment and specified equipment to the MCSO laundry.
5.5.6
EXCEPTION TO THE PROPOSAL SOLICITATION, SERIAL 200119-RFP – NO EXCEPTIONS -
ACCEPT & AGREE TO THE AFOREMENTIONED.
5.5.7
ATTACHMENT A - VENDOR INFORMATION SEE ATTACHMENT Western State Design -
200119-Attachment_A_-_Vendor_Information (1) - ACCEPT & AGREE TO THE AFOREMENTIONED.
SERIAL 200119-RFP
Exhibit D
OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY
1.0
All contract-related travel plans and arrangements shall be prior-approved by the County Contract Administrator.
2.0
Lodging, per diem, and incidental expenses incurred in performance of Maricopa County/Special District (County)
contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic per diem rates
for Phoenix, Arizona. Contractors must access the following internet site to determine rates (no exceptions):
(www.gsa.gov).
2.1
Additional incidental expenses (i.e., telephone, fax, internet, and copying charges) shall not be reimbursed.
They should be included in the contractor’s hourly rate as an overhead charge.
2.2
The County will not (under any circumstances) reimburse for contractor guest lodging, per diem, or
incidentals.
3.0
Commercial air travel shall be reimbursed as follows:
3.1
Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when
preapproved in writing by the County Contract Administrator as a result of the business need of the County
when there is no lower fare available.
3.2
The lowest direct flight airfare rate from the contractors assigned duty post (pre-defined at the time of contract
signing) will be reimbursed. Under no circumstances will the County reimburse for airfares related to
transportation to or from an alternate site.
3.3
The County will not (under any circumstances) reimburse for contractor guest commercial air travel.
4.0
Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not for
the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel period will
not be permitted without prior written approval by the County Contract Administrator.
4.1
Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The
County will not reimburse contractor if the contractor chooses to purchase this coverage.
4.2
Rental vehicles are restricted to sub-compact, compact, or mid-size sedans unless a larger vehicle is necessary
for cost efficiency due to the number of travelers. (NOTE: Contractors shall obtain pre-approval in writing
from the County Contract Administrator prior to rental of a larger vehicle.)
4.3
County will reimburse for parking expenses if free, public parking is not available within a reasonable
distance of the place of County business. All opportunities must be exhausted prior to securing parking that
incurs costs for the County. Opportunities to be reviewed are the DASH, shuttles, etc. that can transport the
contractor to and from County buildings with minimal costs.
4.4
County will reimburse for the lowest rate, long-term, uncovered (e.g. covered or enclosed parking will not
be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.
4.5
The County will not (under any circumstances) reimburse the contractor for guest vehicle rental(s) or other
any transportation costs.
5.0
Contractor is responsible for all costs not directly related to the travel except those that have been pre-approved by the
County Contract Administrator. These costs include (but are not limited to) the following: in-room movies, valet
service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs associated with non-
County activities, tips that exceed the per diem allowance, health club fees, and entertainment costs. Claims for
unauthorized travel expenses will not be honored and are not reimbursable.
6.0
Travel and per diem expenses shall be capped at 15 percent of project price unless otherwise specified in individual
contracts.
SERIAL 200119-RFP
7.0
Contractor shall provide (upon request), with their invoice(s), copies of receipts supporting travel and per diem
expenses, and if applicable, with a copy of the written consent issued by the County Contract Administrator. No travel
and per diem expenses shall be paid by County without copies of the written consent as described in this policy and
copies of all receipts.
SERIAL 200119-RFP
WESTERN STATE DESIGN, INC., 2331 TRIPALDI WAY, HAYWARD, CA 94545
PRICING SHEET: NIGP CODE 50030
Terms:
NET 30
Vendor Number:
VC0000009350
Certificates of Insurance
Required
Contract Period:
To cover the period ending May 31, 2025.