LOCKSMITH SERVICES / Bid# BE1501
INTENT
These specifications are intended to establish a 36month contract for locksmith services, maintenance and repairs. The awardedBidder shall provide all labor, supervision, equipment, tools, materials, supplies, and permits if applicable, necessary to fully perform all services in accordance with the specifications, terms and conditions setfor the City of Dallas (City) on an as needed basis.
These services will be performed for numerous City departments. All services shall be rendered at the location specified at the time of order. However, occasionally departmentsmay come to the awarded Bidder’s local place of business to obtain necessary items.
CONTRACT TERM
The contract term is intended to commence upon date of award by the City and is intended to expire (3) threeyears from that date. The City reserves the right to extend the contract providing all terms conditions and specifications remain the same, both parties agree to the extension, and such extension is approved by the City.
BID SECURITY:
A check, money order, original bid bond or original letter of credit in the amount of $100 shall be received by the City of Dallas Business Development & Procurement Services, 1500 Marilla, 3FN, Dallas, TX 75201 prior to bid closing date. Bids received without the required bid security will be deemed “Non-Responsive”.
BID SUBMISSION:
Bids shall be submitted in a sealed box or envelope and delivered in person or by mail to Dallas City Hall, 1500 Marilla St. #3FN, Dallas, TX 75201 by 2:00 p.m. on the specified bid due date. Any bids received after 2:00 p.m. on the bid due date will not be accepted and will be returned to the bidder unopened. All submissions shall include the project name and number on the outside of the box or envelope. Please flag your bid sheet document for accessibility during the bid opening. All submittals shall include one (1) complete original bid (marked “ORIGINAL”), three (3) complete copies of the original bid, (marked “COPY”), and one (1) electronic copy (on a flash drive or CD only), including an Excel version of the bid sheet with bid prices and all other documents PDF formats.
AWARD
Award will be made to the lowest, responsive and responsible bidder by *group*.Pricing *must* be provided on every line, within that group on the bid sheet, in order to be considered responsive. The City reserves the right to award by line, group or in its entirety by the method deemed most advantageous to the City. The City reserves the right to reject any or all bids and to waive minor irregularities.
INFORMATION OR CLARIFICATION
For information concerning procedures for responding to this RFB, technical specifications, etc., vendors should contact the Buyer listed below no later than 1 day following the pre-bid meeting.
Donna Bryant, Buyer III
Material changes, if any, to the scope of services or bidding procedures are onlytransmitted by written addendum. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid will be considered evidence that the bidder has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required.
COMMUNICATION:
The need to respond quickly and clearly is essential to the City. Written correspondence from the City shall be answered within three (3) working days. Phone calls from the City of Dallas shall be responded to immediately.
ERROR & OMISSIONS
Bidders are expected to examine all documents that make up the bid solicitation. Bidders shall promptly notify the buyer of any omission, ambiguity, inconsistency or error that they may discover upon examination of the solicitation documents. Bidders shall use the complete bid solicitation to prepare bid submittals. The City assumes no responsibility for any errors or misrepresentations that result from the use of incomplete bid solicitations.
ESTIMATED QUANTITIES:
The quantities listed on the bid sheet are based upon the City’s best estimate of anticipated needs and previous usage. The City will order items based on inventory levels and anticipated needs. Actual ordered quantities may be less than or greater than those estimated. Payments will be based on the actual quantities ordered.
LOCKSMITH QUALIFICATIONS
The Successful Bidder shall have 3 years continuous experience in providing Locksmith Services, hardware maintenance and repair services as described in these specifications. Successful Bidder will have experience in performing contracts comparable in size and complexity to the City.
Awarded Bidder shall have an experienced team of locksmiths on call 24 hours a day, 7 days per weekincluding nights, weekends and holidays.
Attachment 2 – Locksmith General Questionnaire, should be completed and submitted with bid, or shall be provided within three business days after request by the Buyer.
SPECIAL REQUIREMENTS
- The awarded Bidder and their technicians shall possess any and all licenses(s) required by the City, State of Texas, Federal agency or any other applicable regulatory agency. Copies of Licenses should be included with the bid, or shall be provided to the City within three (3) days after requested by the Buyer. (Examples include: electronic access control device license, Texas Board of Public Security certification, Contractor’s license, technician, etc. as defined by licensing authority.)
- The awarded Bidder shall be registered with the Associated Locksmiths of America, Inc.(ALOA) as a Registered Locksmith (RL), Certified Professional Locksmith (CPL), or Certified Master Locksmith (CML), and shall have at least one employee that is a safe technician: Certified Professional SafeTech (CPS) or Certified Master SafeTech (CMST)and shall have at least one employee that is a licensed/certified automotive locksmith. ORawarded Bidder and his technicians shall be licensed or registered as locksmiths by a comparable nationally recognized professional locksmith association or organization and shall have at least one employee that is a safe technician and shall have at least one employee that is a licensed/certified automotive locksmith.
- The awarded Bidder shall identify their vehicle with their company name and the designation “LOCKSMITH” by the company name.
- The awarded Bidder shall display photo identification on his/her outer garment at all times. The identification shall have the awarded Bidder’s name, company name, and title of “LOCKSMITH”.
- Awarded Bidder and their employees shall be able to communicate in English.
- Locksmith shall be able to install, repair, adjust and maintain door hardware to factory standards. Experience to include but not be limited to: automotive re-key, panic bar devices, door closers, automatic door closers, electric latch strikes, interchangeable core systems, mortise and rim cylinder lock devices, and key duplication.
- Awarded Bidder shall be able to provide installation, repair, and re-keying services for all major brands of locks and door hardware, including but not limited to Best (or comparable core lock), Sergeant, Falcon, Von Duprin, and Schlage brands.
- All material used should be factory new and free of defects in materials and workmanship.
- It shall be the full responsibility of the awarded Bidder to visit and inspect the job location(s) prior to the submission of each job estimate. Submission of the job estimate is evidence that the contract has familiarized themselves with the nature and extent of the work and any local conditions that may affect the scope of the work to be done, and the equipment, materials and labor required. Each job estimate will be per hourly bid rates submitted by awarded Bidder and material costs shall be in accordance with the percent discount/mark-up offered.
- Awarded Bidders invoice shall include a detailed labor usage, list of partsused, and awarded Bidder cost and percentage mark-up/discount as per bid sheet.
- All work that does not meet City’s inspection shall be corrected within ten calendar days.
- Awarded Bidder shall designate a Point of Contact (POC), who shall be available and on-call 24 hours a day, including weekends and holidays.
- POC shall carry a cell phone. Any answering machine messages left by the City of Dallas on the Awarded Bidders business phone shall be answered within 2 hours of call.
- POC shall be skilled, knowledgeable, and experienced in security locking hardware maintenance and repairs.
- POC shall be able to speak English language fluently.
PERMITS/NOTIFICATIONS
The awarded Bidder shall schedule all work and entry with occupants prior to entering any facility unless directed to do so by the Departmental City Official or his/her representative.
CUSTOMER SERVICE:
The awarded Bidder shall conduct business with City personnel/employees in a courteous, positive and helpful manner at all times. The need to respond quickly and clearly is essential to the City. Vendors should answer written correspondence from the City within three (3) working days. Phone calls from the City should be responded to immediately. Emergency after hour response shall be made within two (2) hours of a call out.
MATERIAL REQUIREMENTS:
All Materials shall meet or exceed industry standards.
GREEN PRODUCTS:
Recognizing the importance of exercising positive environmental stewardship, The City will purchase environmentally preferred products whenever feasible and require contractors and consultants to use recycled and other environmentally preferred products whenever feasible. Some environmental attributes to be considered are level of recycled content, less hazardous or non-hazardous ingredients, energy saving features, water conserving features, non-petroleum based products, materials that can be recycled, and end of life disposal.
LOCKSETS & HARDWARE
The awarded Bidder shall perform key duplications, and repair, installation and service work on various types and manufacture of locksets and hardware, this will include but not limited to:
- Mortise, cylindrical, pushbutton, electric, tubular, cabinet, padlocks, electric, and magnetic card swipe electronic locks and locksets.
- Hardware including but not limited to; door closers, push bars, panic hardware, fire door closers, locks and bolts, ADA controlled hardware, and intrusion alarms.
- Key machine duplicating, key grinding, and key blank impressions and filing, code cutting and manual grinding.
- Lock Picking of various styles of cabinet, vehicle, entry and padlocks.
SAFES & CONTAINERS
The awarded Bidder shall perform work on various safes, this work will include but not limited to the installation, repairs, servicing, rebuilding, unlocking, and combination changing of various manufacturers of safe locks.
WARRANTY
The awarded Bidder will be responsible for providing a warranty on all parts and labor for a minimum period of one (1) year from the completion on the service.
PRICING
Group 1 Locksmith Parts & Services - (Lines 1-7) Fixed unit price for listed items, (Lines8-16) - a labor hourly rate for normal working hours: 5:00 AM – 4:59 PM. And after hours 5:00 PM – 4:59 AM Weekends and City Holidays (Lines 17-25). And discount off Manufacturers Parts List (lines 26-27).
Group 2 Safe, Safe-Locks, Parts & Services -– (Line 28) Flat Fixed Rate to change a combination , Labor Hourly Rates for normal working hours 5:00 AM – 4:59 PM (Lines29-30) and Discount Off “Safe” and “Safe Parts” (Line31)
Group 3 Automotive Keys, Parts & Services – Fixed unit price for listed items, (Lines 32-37) a labor hourly rate for normal working hours: 5:00 AM – 4:59 PM. (Lines 39 - 40) And after hours 5:00 PM – 4:59 AM Weekend and City Holidays (Lines 41-42). And discount off Manufacturers Parts List (Lines 43-44. The bid shall not be modified or conditioned in any manner such as quantity, description, format etc., otherwise bidder will be deemed non responsive.
All discounts offered shall be expressed as a single percent (%) for each bid group. (Example 15%) Offers containing chain or multiple discounts may be considered non-responsive and rejected.
Bidder(s) shall provide information for their current price list, as listed on the bid sheet, in electronic form (website or searchable .PDF file) either with the bid or respond within 7 days as requested by the buyer. Various City departments at multiple locations will use the awarded vendor’s price lists. Failure to provide price list may result in bids being rejected.
It is the awarded vendor’s responsibility to provide updated catalog/price list(s) during the agreement period.
Prices shall include fully assembled products only, all delivery and/or handling charges. *The City of Dallas will not pay any additional delivery and/or handling cost*.
INVOICE REQUIREMENTS:
Invoices submitted for payment shall include the following information:
- Name and address of the department where product(s) were delivered
- Date of delivery
- City of Dallas Delivery Order number (DO) that authorized the purchase
- Manufacturer’s part number and a detail description of each item delivered
- Unit cost, percentage discount/mark-up, hourly rate and extended cost of each item
- Total cost of the invoice
Invoices submitted without this information will be returned to the supplier, and payment will not be made until required information is provided on the invoice.
Invoices submitted to the incorrect address will cause a delay in payment.
It is the responsibility of the vendor to obtain the correct address for invoice submittal. The department requesting the order is responsible for payment.
PAYMENT
Payment will be made within net thirty (30) days of receipt and approval of shipment, and receipt of accurate invoice. No payments will be made from statements. The awarded Bidder will ensure that the correct mailing and remittance addresses are on file with the City.
TERMINATION
The City reserves the right to terminate the contract in the City’s sole discretion. In the event the successful Bidder fails to meet schedules or otherwise perform in accordance with these specifications, the City reserves the option to rebid the services.
INSURANCE REQUIREMENTS
The awarded contractor shall provide a certificate of insurance evidencing proof of General Liability, Automobile, and Workers’ Compensation insurance coverage. The City will be provided a Waiver of Subrogation on the Workers’ Compensation policy. The City will be shown as the certificate holder. This insurance shall stay in force for the duration of the contract.
The awarded Bidder will be required to purchase and maintain, during the term of the contract, valid insurance as described in Attachment 1 and agrees to the indemnification agreement therein.
Rev. 1 - 03/25/10
Doc#BDPS-FRM-118
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