Summary of Specifications:
INTENT It is the intent of the City of Albany to solicit bids for Heavy and Light Equipment Welding Repairs and Fabrication for the Department of General Services. Approximately 300 pieces of equipment with accessories are included under this contract. Additions and deletions to this amount will be made at the City’s discretion. A. GENERAL The bidder must be a full service Welding/Fabrication operation capable of straightening, rolling, cutting, fabricating, rebuilding, mig and tig welding. The bidder must have a shop (minimum 4,000 square feet) capable of accommodating/housing large equipment for repairs. The entrance door to the shop must be a minimum of 18’ x 20’ dimension. If the bidder is not able to provide such a facility, the City may consider a bidder eligible if the bidder demonstrates they are capable of providing all services anticipated under this contract at another location, including the Department of General Services, at no additional cost to the City. The bidder must be an established Welding/Fabrication operation with minimum 10 years experience in business. B. LOCALE The bidder must be located within a 5 mile radius of the Department of General Services C. PARTS/MATERIALS All parts and materials shall be supplied and/or purchased by the bidder as an agent of the City. The bidder agrees to purchase all necessary parts and materials at cost, with no additional handling charge or mark-up (See notice to Bidders, Section 10 for additional related restrictions). The City reserves the right to supply parts and materials to the bidders. The bidder shall keep in stock sufficient supplies to address any emergency repairs on the spot and any overtime or weekend repairs. D. BIDDER’S EQUIPMENT Bidder must have, at a minimum, the following necessary equipment to service the City’s Welding and Fabrication needs: • 5,000 lbs minimum forklift • Minimum 4 hoists from 2-5 ton • Minimum 60 ton “Iron Worker” to bend and shear • Heavy Rolling Machine • Mig & Tig welders (several) • Plasma cutter • At least 2 minimum 300 Amp stationary welders • At least 2 full service mobile welding trucks w/ 250 Amp welders and cutting torches E. PICK-UP & DELIVERY Typically, the City will deliver and pick-up vehicles in need of repair, however, if deemed necessary, the bidder shall report with a mobile repair unit to any given location. F. RECORD KEEPING Records of all vehicles on the contract will be kept on a computer file and will be designated by unit number, year, make, model, VIN # and plate #. All services, repairs, parts and materials, labor hours as well as shipping costs, part prices (including per unit cost before and after applicable discounts), and repair rates shall be listed, subtotaled and totaled at the end of invoice for final cost of repair. The invoice shall then be dated and duplicated. One invoice shall accompany every vehicle at the time of pickup or delivery, and the second copy shall be mailed with the monthly vouchers. Finished vehicles shall not be accepted without proper paperwork. Vendors shall fax an itemized duplicate invoice to the Fleet Manager or his designee at 518-427-7499 or 518-447-7803 within forty-eight (48) hours from the time of completion of any repairs or services of vehicles at the Rapp Road Site or the DGS facility. Vendor must also submit a written monthly statement to the City that includes invoice #, date of service, and cost of repairs for all work done in the respective month. Failure to submit a monthly statement will delay timely payment. G. WARRANTY Bidder shall provide a minimum thirty- (30) day warranty to the City on all work performed. All parts shall carry at a minimum a manufacturer’s warranty. If a manufacturer’s warranty is not available the vendor must provide at a minimum a thirty (30) day warranty on all parts. Any work that is deemed inferior or unacceptable by the Fleet Manager or his designee shall be corrected at no additional cost to the City. H. PERFORMANCE During snow emergencies, service may be required to be performed on a twenty-four hour a day basis. All repairs shall be made within one working day. Contractor shall notify and obtain approval from the Fleet Manager or his designee if additional time is necessary. If the work is not completed in a timely manner, the City reserves the right to utilize another vendor for the repair. The Department of General Services and other City Departments conduct business 24 hours per day. A timely turnaround of repairs is necessary and very important to the success of uninterrupted services provided by the City of Albany.
