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HomeMy WebLinkAboutBID PROPOSAL Atl� , CITY OF WATERLOO , IOWA r 1 ►111,7" CITY CLERK AND FINANCE DEPARTMENT Tarp 715 Mulberry Street • Waterloo, IA 50703 • (319)291-4323 Fax(319)291-4571 SUZY SCHARES • City Clerk MICHELLE WEIDNER,CPA • Chief Financial Officer elerloo �o Mayor BUCK CLARK July 27, 2010 COUNCIL MEMBERS TO WHOM IT MAY CONCERN: DAVID TONES The City of Waterloo, Iowa is seeking bids on parking Wards cashier services for the West Fifth Street/Convention Center ramp in downtown Waterloo. Please refer to the CAROLYN enclosed bid proposal document for the scope of services . COLE Bids are due in the City Clerk' s office by 12 : 00 p.m. Ward2 Noon on August 16, 2010 and will be opened at 5 :30 p.m. HAROLD on August 16, 2010 . GETTY Ward If you have any questions on the bid document, please contact my office at 291-4323 . QUENTIN M. HART Sincerely, Ward 4 RON WELPER Wards Suzy Schares BOB City Clerk GREENWOOD At-Large STEVE SCHMITT At-Large CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer BID PROPOSAL PARKING CASHIERS CITY OF WATERLOO, IOWA PREAMBLE The undersigned being a corporation existing under the laws of the State of Iowa; a partnership consisting of the following partners : , or an individual doing business as Being familiar with the Specifications affecting the cost of this commodity, hereby offers to furnish same commodity F.O.B. to the City of Waterloo, exact location to be determined upon acceptance of bid, Waterloo, Iowa 50703 . SUBMISSION OF BIDS Sealed bid proposals will be received by the City of Waterloo, Clerk' s Office, 715 Mulberry Street, Waterloo, Iowa 50703, until 12 : 00 Noon on the 16th day of August, 2010 . Any bid submitted after the specified time shall be rejected. SPECIFICATIONS The bidder guarantees to provide exactly the same item as specified upon notification that he/she is the successful bidder, by the issuance of this bid proposal bearing the City Clerk' s signature. (SEE ATTACHED SPECIFICATIONS) GENERAL REQUIREMENTS FOR SUBMISSION OF BIDS All bids must be submitted to the City Clerk' s Office in a sealed envelope clearly marked as follows : "PARKING CASHIERS CITY OF WATERLOO, IOWA. " The name of the business submitting the bid must also be clearly marked on the envelope . All Bids must meet or exceed minimum Specifications as previously defined. Bids that do not meet or exceed the minimum Specifications, as determined by the City, shall be rejected. All Bid Prices, upon submission by bidder, are recognized by the City and Vendor to be irrevocable for the minimum of thirty (30) calendar days from date of Bid Opening. THE BIDDER SHALL STATE THE TERMS AND CONDITIONS OF WARRANTY Standard procedure dictates that the City of Waterloo will accept the lowest responsible bid. However, the bidder understands that the City reserves the right to reject any bid that is either considered not to be responsible or not most advantageous to the City. The City will award the contract to the responsible bidder whose bid meets or exceeds minimum Specifications . The City of Waterloo, Iowa, reserves the right to reject any and all bids . Upon acceptance of the bid, a copy of the Proposal bearing the Mayor' s signature delivered to the undersigned Vendor shall constitute acceptance of the bid and, therefore, be a legal binding Agreement . If applicable, the bidder guarantees that title conveyed shall be good and goods shall be delivered free from security interest or other lien or encumbrance of which the City at the time of purchase had knowledge. OPENING AND ACCEPTANCE OF BIDS Sealed bids will be opened and read at 5 : 30 p.m. on the l6th day of August, 2010 in the Council Chambers, City Hall, and all bidders understand that they may be in attendance at the bid opening. Bids will be acted upon at that time or at a later time which shall then be established. CONTRACTOR SCOPE OF SERVICES CITY OF WATERLOO PARKING CASHIERS 1 . GENERAL The contractor shall be responsible for and provide continuous cashier service and attendant staffing to the West 5th Street/Convention Center ramp currently owned and operated by the City of Waterloo. This service shall generally include personnel to attend the booth operations, operate the cash register/computers, take in customer receipts, manage these funds on a daily basis, reconcile balances on a shift to shift and daily basis, answer or redirect public inquires to the proper party, report malfunctions and monitor security. 2 . HOURS OF OPERATION Single attendants shall be stationed at the following cashier booths on the days indicated: a) West 5th Street/Convention Center Ramp - Between 2 : 30 p.m. and 6 : 30 p.m. , 5 days a week (excluding Saturdays and Sundays) (1040 hrs . per year) . (This is to be considered the base for bidding purposes . Some variation from actual may exist. ) No staffing is required on the following holidays : New Year' s Day, Easter, Memorial Day, Labor Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Day, Day before or after Christmas . The City reserves the right to increase or decrease the number of days or hours per day not to exceed 15 percent . The parking ramp does, on occasion, have special scheduling needs for special events such as downtown parades, celebrations, etc. These events may require special duties such as free parking access or scheduling of a second cashier booth in the West Ramp past the normal 10 : 00 p.m. closing time. The Contractor will be required to respond to these needs by calling in help as necessary. Based upon the weekly convention schedule provided by the Civic Center, the City Clerk shall be notified of the additional attendants the Contractor will be hiring to handle convention needs and to keep traffic moving through ticket booth. 3 . WORK DAY - FUND RECONCILIATION The booth shall be attended continuously during the hours indicated. Shift length and scheduling shall be determined by the Contractor. The cash drawer shall be reconciled daily and after each shift with the register/computer tape. The oncoming and leaving cashiers shall each sign receipts for a continuous accounting of the cash on hand. Differences shall be made up by the Contractor. The drawers shall be reconciled daily prior to the end of the shift. Drawers shall be reduced at night with operating cash stored in the safe at the West 5th Street/Convention Center Ramp and extra cash placed in a night depository. All funds must be separated by shift . The Contractor shall be responsible for placing the funds in the safe and night depository. At the commencement of the Contract, the Contractor will provide a cash balance for the ramp to serve as a petty cash account. It will be the sole responsibility of the Contractor to account for these funds, as necessary. The City will not be responsible for its safekeeping, except that it may be placed in the safe in the West 5th Street/Convention Center Ramp for overnight storage . 4 . DUTIES a) Open booth and verify register/computer and gate operation and closing booths, as needed, at the end of the day. b) Handle receipts and payments for monthly ramp parking. c) Monitor ramp operation and report malfunctions to City personnel . Some judgment will be necessary; however, mechanical malfunctions or bonafide emergencies should be reported to City personnel . Repair or service personnel will be available from 6 : 00 a.m. to 2 : 00 p.m. , Monday - Friday, except on Holidays, and at all other times on an emergency basis via a pager. Computer/Register and gate problems are considered an emergency, and should be reported immediately and electricity shut off as well as barricades placed until repairs are made. e) Monitor security from the booth and report suspicious acts to the Police Department and/or parking maintenance personnel . f) Separate tickets for business courtesy parkers to enable monthly billing. g) The Contractor is not responsible for equipment maintenance and repair other than to monitor operations and report problems as outlined above . h) Attendants must be able to perform accurately, including ability to make and count change. i) May also have to turn ticket spitters on or off and other minor duties . 5 . FINANCIAL RESPONSIBILITIES The Contractor shall supply to City proof of certificate of insurance naming the City of Waterloo as additional insured, including liability coverage in an amount not less than Five Million ($5, 000, 000) and Worker' s Compensation coverage as required by law. The Contractor shall also carry a Bond payable to the City of Waterloo that will provide not less than $5, 000 coverage for each employee . 6 . SUPERVISION The Contractor shall provide a supervisor who shall be accessible to the City at all times of operation. The supervisor may be a working cashier. The Contractor shall also designate an administrative contact who shall be the responsible party for all communication and correspondence . 7 . CONTRACT LENGTH This contract shall be valid for approximately two years, but may be renewed for an additional year at a mutually agreeable price adjustment . Services are to commence on September 1, 2010 . The City reserves the right at any time to give notice to the Contractor of its intent to reduce the Contract hours . If this right is exercised, the remaining portion of this Contract will remain in full force and effect until the Contract termination on June 30, 2012 . 8 . MISCELLANEOUS The City will allow the Contractor the use of the two office rooms in the West 5th Street/Convention Center Ramp, including utilities, at no expense to the Contractor. The offices are furnished with a desk, several chairs and a safe. The Contractor will be responsible for providing all office supplies . The City will provide, free of charge, one (1) parking stall for use by the on-duty attendant. PROPOSAL CONTRACT CITY OF WATERLOO CASHIER SERVICES WATERLOO, IOWA The undersigned, being a corporation existing under the laws of the State of Iowa; a partnership consists of the following partners : ; or an individual doing business as : being familiar with the proposal documents and scope affecting the cost of this service, hereby offers to furnish said service to the City of Waterloo, Iowa, as provided in the instructions and general requirements and detailed scope of services . The Contractor guarantees to provide the service as stated below within the time frame set forth in the proposal document after notification that they have been successful and have been forwarded a copy of these documents bearing the Mayor' s signature. PROPOSAL PRICE HOURLY EST. YEARLY TOTAL COST HOURS ANNUAL COST Cashier Services (Per Person Hour) $ (1100) $ CANCELLATION The successful Contractor understand that the City of Waterloo, Iowa may cancel this agreement within thirty (30) days notice if the City has knowledge that all conditions as stated in this proposal have not been fulfilled. PAYMENT PROCEDURES Payment to the Contractor shall be made on a monthly basis . Payments will be made within fifteen (15) days of the submittal of an invoice for the actual hours provided by the Contractor. The statement should include number of hours being billed and hourly rate . Invoices shall be mailed to: City Clerk' s Office, City of Waterloo, 715 Mulberry Street, Waterloo, IA 50703 . The Contractor having fully read this document hereby acknowledges that this proposal completely reflects the conditions set forth in the proposal documents . Name of Company Date Signature & Title Company Address Telephone Number Attest : Buck Clark, Mayor Date Suzy Schares, City Clerk Date Manpower Temporary Services 1004 Decathlon Drive Waterloo, IA 50701 16 i Kelly Temporary Services I 3630 University Avenue Waterloo, IA 50701 Superior Security P.O. Box 132 Waterloo, IA 50704 Westaff Services 1034 Alabar Avenue Waterloo, IA 50701 City & National Employment 221 E. 4th Street Waterloo, IA 50703 Express Personnel Services 3014 Rownd Street Cedar Falls, IA 50613 Sedona Staffing Services 3409 Cedar Heights Drive Cedar Falls, IA 50613