HomeMy WebLinkAboutBID PROPOSAL 11/1U/LU11 U6:17 FAA 515 Z44 z1U7 OSDI DSM [2 0 et2
BID► PROPOSAL
CITY OF WATERLOO, IOWA
SPECIFICATIONS
The bidder guarantees to provide exactly the same item as bidder's proposal specifies
upon notification t i at he/she is the successful bidder by an authorized representative of
the Waterloo Center for the Arts or the City of Waterloo. Funds for acquisition may not
be known until sometime after bids are evaluated.
The bidder agrees to provide, deliver, and install ready for use museum quality high-
density storage units with mechanical mobile carriage system to maximize storage
capacity for framed art, 3D art, and textiles in two rooms of the Waterloo Center for the
Arts. Bid evaluation criteria will include price/value,maximization of storage capacity,
provisions to house artifacts as safely as possible, ease of use and adjustability of system
and components, and system sustainability a maximum of years into the future. Other
selection criteria may develop as WCA evaluates bids.
See attachments of room drawings of available space for storage systems and additional
items related to these specifications. These drawings are provided as a general guide only
and should not be used for production of system bid by bidder. A site visit is available
and recommended in order for bidders to gain a fuller understanding of delivery, staging,
refuse, storage, obstructions, and other design or installation considerations.
Any bidder submitted documentation and brochures shall have information not included
in their bid price clearly marked/blacked out. Any information not blacked out shall be
deemed as included within bidder's total price. All information a bidder wants to be
considered shall be clearly marked with bidder's name and submitted only with, or
attached to, their sealed bid. Information submitted,before, after, or outside the confines
of the sealed bid documents package may not be considered.
System shall contain readily available components from bidder or easily obtainable
customized from within their related industries. Bidders shall consider and provide a
system design with possible use for over 30 years without replacement of parts or
materials. Include manufacturer warranty documents with bid. If service or maintenance
contracts are required or recommended beyond the full warranty/service period provided,
such costs should be estimated and detailed in bid materials.
The specifications here are specific to our museum art storage needs and are required to
be a compliant response but shall not prevent receipt of competitive bids offering
alternate bids for consideration. You are encouraged to provide a competitive bid to meet
our needs.
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Sealed bid proposals must be delivered no later than Monday,August 22 at 12:00 pm to:
City Clerk
City of.Waterloo
715 Mulberry Street
Waterloo, IA 50703
THIS IS NOT A POSTMARK DATE. Bids may be sent by mail or hand-delivered,but
in order to be considered, bids must be received at the City Clerk's Office on or before
the deadline noted above_
Bids will be opened are read at Waterloo's regular City Council meeting at 5:30 pm on
Monday,August 22. Bids will then be forwarded to the appropriate City Department staff
for review_
MOBILE COMPACTING SYSTEM
Bidder shall determine the configuration of proposed storage system to fit the space(s)
and provide floor plans&elevations with their bid response. All materials employed
should be chemically inert and system should be designed to accommodate use of a
Radio Frequency Identification(RFID)inventory tracking system. Access aisles of at
least 60"are required to access system area and an aisle within system movable rows
shall be at least 60", as well.
Decking should not contain a potentially slippery surface and a material such as 1/8"
anodized aluminum tread plate material is recommended.Deck material used shall be not
exhibit deflection of more than 1/16"between underlying support structure components
and unacceptable deflections shall be corrected by supplier at no additional cost to owner
prior to final payment for products and services_ Carriages shall be welded type and rated
for at least 1,000 lbs per linear foot. Minimum of 2 wheels per rail with at least one wheel
a drive wheel and all wheels shall be flanged.The rail system shall be leveled, anchored,
and grouted without use of shims.Rails are to be level with and not project above,or
below,the deck-walking surface_ Installed system shall not exhibit gaps between rails,
within rail housing, and decking. All end panels are to be full height and depth of the
shelving ends plus carriage height. Mobile and shelving steel shall be a powder coat paint
method.
SHELVING
Because available space within the WCA facility is critically limited,a prime criteria for
evaluating proposals will be capacity:providing for safe housing of WCA's current
collections and allowing for maximum collection growth potential into the future.
Because the exact nature of WCA's potential future collections cannot fully be
anticipated, adjustability and flexibility to convert shelving to house a variety of types of
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objects,both two-dimensional and/or 3-dimensional, are critical. WCA has determined
that individual framed painting bins/slots provide the optimal storage method for meeting
its needs for framed 2D art. These should be augmented with additional hanging art
screen to accommodate oversized works. Open shelving is acceptable for 3D art.
Additionally, rolled storage is recommended for housing textiles.
Bidder should use the following guidelines when planning storage system layout.
Bidder's proposal should include a breakdown of the total storage capacity that their
proposed plan provides for housing current and future collections.
Currently,WCA's collection of 2D art numbers approximately 2,000 pieces,
broken down according to the following sizes:
26% (or 520 pieces)measure 16"x 20"x 2"or less
26% (or 520 pieces)measure 24"x 36"x 2" or less
26% (or 520 pieces)measure 30"x 40"x 2"or less
16%(or 320 pieces)measure 36"x 48"x 2"or less
3% (or 60 pieces)measure more than 48"in height or width
and/or more than 2"in depth.
Based upon initial exploration, WCA is suggesting that Storage Room 1 be specified for
house the bulk of its 2D art collection. Storage Room 2 should be outfitted to
accommodate textiles as specified below, with the remainder of the space divided
approximately equally between 2D slotted/bin storage and 3D open shelving storage.
Bidder to provide and install ready for use a storage shelving system as follows:
Adjustable steel shelving in vertical increments of 2"or less.
Bins for framed paintings adjustable in horizontal increments of 2" on center with at least
1 7/8" clear internal space.
All materials including shelving and bin/slot dividers shall be sturdy chemically inert
non-emissive materials.
System bin/slot dividers shall have supportive contact with its upper and lower bin shelf.
Steel shelving to be easily adjustable without use of special tools.
Provide capacity of 1,000 lbs per shelf level including up to 48"x 48" shelf section areas_
Vertical adjustment of shelving bin height Shall not require modification or replacement
of bin dividers.
Framed art shelving shall be easily modified and useable for 3D art storage when/where
bin dividers are removed.
Bidders shall provide approximateey 60' of rolled Textile Storage shelving in Storage
Room 2; 5 levels high including supports and rods for approximately 280-300 linear
(gross) feet of rolled textiles.Bidder to include details of their Textile Storage offer.
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WALL HUNG FRAIVD ART
A wall mounted hanging system, should be specified in one or both available storage
spaces. Wall hanging units shall utilize expanded diamond mesh metal and a minimum
125 lb. capacity"S"hooks designed for museum hanging framed painting use.
Aluminum,or a pre-galvanized steel, expanded metal designed to hold large heavy
paintings is regtured. Provide specifications as to design, structure, size(s), and weight
capacity. Include 200 "S"hooks.
RADIO FREQUENCY IDENTIFICATION (RFID)
PRICE as an option to deduct: WCA requests that bidder include an RFID
Asset/Inventory tracking system within their proposal. Proposal shall include one
Portable RFID Scanner that will read both RFID labels and standard 3 of 9 bar code
labels. Supplier shall include 4,000 combination RFID/barcode labels within their
proposal. Bidder shall attach specifications and available documentation for their
proposed RFID system.
The proposed, server installed, software and portable RFID/Barcode reader data collector
system shall be capable of providing a minimum of: Inventory, movement history,
missing assets,photo of asset, import/export, plus Geiger Counter type audible locate
item feature, and report capabilities. The system, at minimum,must utilize Gen 2 passive
RFID technology for identification and tracking. Bidder's RFID system shall be a current
version of their offerings and include installation plus a minimum of one-day training and
1st year support for both software and hardware. Itemize current costs for ongoing annual
maintenance support offered for owner's budgeting requirement.
OTHER
The Waterloo Center for the Arts warrants that the installation site will be cleared and
prepared to accept the installation to be scheduled in up to 3 (three)phases. The first
phase will be one room emptied, followed by bidder installation, and then WCA will
populate the system. Approximately 2 to 4 weeks later,the second install phase will be
done by bidder in the second room.
The Waterloo Center for the Arts is equipped with loading dock facilities and with a
small freight elevator that require WCA approved schedule to use. The freight elevator
does not accommodate all industry size pallets.Bidder shall determine how product will
be moved to lower level for installation and is responsible for all costs to do so. The
loading dock receiving area is small requiring bidder to receive shipment(s) and
immediately move same to the designated available collection storage room(s). Receipt,
storage, and staging of bidder shipment prior to, or during, installation shall be within the
collection storage room(s) or other space provided at time of delivery depending on space
available within WCA facility. SHIPMENTS WILL NOT BE RECEIVED BY WCA
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WITHOUT PRIOR CONFIRMATION THAT SPACE WITHIN WCA IS AV,MLABLE
FOR RECEIPT OF SHIPMENT(S).
A maximum of two product staging containers, or trailers,may be parked near the
loading dock upon agreement with WCA as to exact location and project days required.
Bidder is responsible for removal of waste--by-products.Any pertinent MSDS data
information shall be provided to WCA.within 10 days after acceptance of order. All
services shall be during normal business hours; shift timing is negotiable and subject to
WCA approval. Successful bidder shall present an estimated time and project detail plan,
including project team contact information,to WCA within 10 days of award. All work
and products shall have a minimum one year labor warranty. The bidder shall ensure all
persons working on this project carry themselves in a professional manner while on
WCA property.Use of local labor is encouraged,may be considered, but not required.
Bidder shall maintain dust control and prevent dust from this project from entering
building corridors or fIVAC system. Bidders may not be provided storage space for
material or equipment except within room space cleared for installation work. Solvent,
paint, equipment,or supplies that are contaminated with flammable materials sha I not be
stored or disposed of on the work site. Bidder shall remove all debris and trash from the
building and then be carried away by bidder.Bidder shall independently verify all
measurements and conditions described herein. Prior to performing any work the bidder
should make note of any existing conditions that may be construed as incidental damage
and report it to WCA in writing. Incidental damages caused by the bidder, or
representatives thereof, shall be repaired or replaced at bidder's expense of same or
similar property and pre-approved by WCA.
Bids must include all product,installation,freight and travel costs. Further, the bid
proposal must clearly identify anything material to the performance of the bidder that is
not included in their bid price total(s).
The Waterloo Center for the Arts/City of Waterloo is a tax-exempt municipal government
entity and as such taxes should not be included in bids.
WCA CONTACT
Project Manager,
Kent Shankle, Curator
Phone 319-291-4490 ext 3448 or 319-464-8811
Email kent.shankle@waterloo-ia.org