This Solicitation opportunity from Arizona was posted on January 9, 2025. The submission period has ended. Browse the details below for market research, or find similar active opportunities.
Worksite Fitness Center Equipment Maintenance And Repairs
Closed
2601-003State & LocalSubmission Closed
Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
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Maricopa County's Department of Human Resources is seeking qualified vendors to provide maintenance, cleaning, and repair services for fitness center equipment across multiple county locations in the Phoenix metropolitan area. The contract aims to ensure ongoing upkeep of various fitness machines, including brands like Precor, LifeFitness, and StairMaster, with services scheduled monthly or quarterly depending on the site. Vendors are responsible for performing routine inspections, cleaning, lubrication, and identifying potential issues such as worn belts, loose hardware, or damaged components, and must also supply parts as needed. Additionally, the contract includes optional services like moving equipment and issuing inspection certificates post-service. The procurement process emphasizes timely delivery, with equipment maintenance required within ten days of order receipt, and mandates that vendors maintain a local service facility capable of troubleshooting and repairs during standard business hours. Bids must be submitted electronically via BidSync by January 17, 2025, with detailed pricing, references, and compliance with specified terms. The contract duration is initially one year, with options for extensions up to an additional two years or a six-month month-to-month extension. Evaluation criteria include compliance with specifications, price, and responsibility, with the county reserving the right to award in whole or in part and to add additional contractors if necessary to meet service demands.
General Info
Place of Performance
AZ, USASet-Aside
NONE
Documents
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Uniform Contract FormatNo documents to break down
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Timeline
PhaseClosed
Submission Closed
Organization & Contact Information
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AgencyArizona → Maricopa County
ContactsNo contacts available
OfficeN/A
Organization / AgencyArizona → Maricopa County
Office AddressN/A
ContactsNo contact information available
Full Description
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1.0 INTENT:
The Department of Human Resources intends to
purchase fitness center equipment maintenance and repairs and
will award to vendors who meet minimum qualifications.
The intent of this Request for Quotation (RFQ) is to identify and qualify Contractors to provide Maintenance and Repairs of fitness equipment for fitness centers located at various Maricopa County sites throughout the Phoenix Metropolitan area.
The County reserves the right to add additional contractors, at the County’s sole discretion, in cases where the currently listed contractors are of an insufficient number or skill-set to satisfy the County’s needs or to ensure adequate competition on any project or task order work.
BID SUBMISSION:
Vendor Bids must be submitted through PeriscopeS2G only. Vendors must view or download all attached forms prior to submitting bids.
MOUNTAIN STANDARD TIME: Times listed for pre-bid meetings, Q and A, and Bid Close are in Mountain Standard Time.
EVALUATION AND AWARD:
Award is made at the sole discretion of the solicitation issuing Department. Maricopa County reserves the right to award in full or in part to a single vendor or multiple vendors.
COMMUNICATION:
All questions must be submitted through PeriscopeS2G ONLY by the date and time listed in the bid.
Maricopa County Small & Local Certification:
If you are eligible for the MCSL Certification and have not submitted your MCSL Attestation Form and supporting documents, please submit these with your response. You will only be required to do this one time.
SCOPE OF SERVICES: 2.1 Maintenance, Cleaning and Repairs shall be completed throughout the year, as needed and requested by County departments. Parts will be purchased throughout the year as needed for repairs for of all fitness equipment at various locations. 2.2 FULL MAINTENANCE, CLEANING & REPAIR SERVICE SPECIFICATIONS: 2.2.1 The Contractor shall provide a full maintenance and repair service one time per month or quarter on all existing equipment and future equipment based on the County’s need. Current machine brands include: 2.2.1.1 Precor 2.2.1.2 LifeFitness 2.2.1.3 Matrix 2.2.1.4 Cybex 2.2.1.5 True Fitness 2.2.1.6 Primer 2.2.1.7 Concept II 2.2.1.8 Paramount 2.2.1.9 Octane 2.2.1.10 StairMaster 2.2.2 The Contractor will provide monthly full fitness center equipment maintenance, cleaning and repair to all equipment at the following locations: 2.2.2.1 301 W. Jefferson St., County Administration Building (Basement) 2.2.2.2 2909 W. Durango St., Transportation Operations Building 2.2.3 The Contractor will provide quarterly full fitness center equipment maintenance, cleaning and repair to all equipment at the following locations: 2.2.3.1 3131 W. Durango St., Juvenile Court Center 2.2.3.3 2627 S. 35th Ave., Sheriff’s Office Training Center 2.2.3.4 550 W. Jackson St., Sheriff’s Office HQ 2.2.4 CARDIOVASCULAR EQUIPMENT: 2.2.4.1 Vacuum under cardio equipment. 2.2.4.2 Clean, wipe-down entire piece of equipment including any display screens or handle bars. 2.2.4.3 Inspect for, identify and inform the County of the following: 2.2.4.3.1 Worn or fraying belts on treadmills. 2.2.4.3.2 Loose parts or hardware. 2.2.4.4 Never spray cleaners directly onto upper electronic panel. 2.2.4.5 Never use rough towels or rags to clean or wipe down equipment. 2.2.4.6 Never use WD 40 or Silicone on belts and decks. 2.2.4.7 Additional repair, cleaning or maintenance as requested. 2.2.5 RESISTANCE MACHINES: 2.2.5.1 Lube all guide-rods with water based silicone. 2.2.5.2 Inspect for, identify and inform the County of the following: 2.2.5.2.1 Any worn or fraying cables or belts on all selected strength equipment. 2.2.5.2.2 Loose parts or hardware. 2.2.5.2.3 Loose connections to weight stacks. 2.2.5.2.4 Worn out cable attachment hooks or worn swivels on attachment handles. 2.2.5.2.5 Worn out rubber hand grips. 2.2.5.3 Never lube cables or pulleys. 2.2.5.4 Additional repair, cleaning or maintenance as requested. 2.2.6 MISCELANEOUS EQUIPMENT: 2.2.6.1 Inspect for, identify and inform the County of the following: 2.2.6.1.1 Worn or damaged bars and attachments. 2.2.6.1.2 Loose end bolts on Olympic bars. 2.2.6.1.3 Worn or chipped Olympic plates. 2.2.6.1.4 Loose end bolts or heads on dumbbells. 2.2.6.1.5 Badly chipped coatings on dumbbells. 2.2.6.2 Additional repair, cleaning or maintenance as requested. 2.3 ADDITIONAL SERVICES: 2.3.1 Additional Services include, but is not limited to: 2.3.1.1 Moving of exercise equipment. 2.4 CERTIFICATION OF INSPECTION: 2.4.1 Upon completion of the inspection, a "Certificate of Inspection" placard shall be provided to affix to the unit. The Inspector will meet with the supervisor requesting the inspection and explain the inspection procedure, including any defects found, and their relationship to machine operation. 3.0 PURCHASING REQUIREMENTS: 3.1 Delivery is desired as soon as possible, but REQUIRED no later than ten (10) days after Contractor’s receipt of a purchase order. 3.2 Contractor shall notify County Representative listed on the order if the requested delivery date cannot be met and the anticipated lead time. Failure to communicate to County changes in the order status may result in default proceedings. 3.3 Normal business hours are 7:00 a.m. – 5:00 p.m., Monday through Friday, excluding County holidays. 3.4 The Contractor may be asked to add a new building to be serviced, and any new locations shall be billed at the same rates. 3.5 The vendor shall also provide the percentage discount for all Parts items purchased to repair fitness equipment as well as Markup Pricing. 3.6 Delivery shall be F.O.B. Destination Freight Prepaid within ten (10) days of receipt of Using Agency purchase order, to any delivery location within Maricopa County. 3.7 AUTHORIZED SERVICE AVAILABILITY: The Contractor shall have and maintain a local authorized service facility within the Phoenix, Arizona metropolitan area. The facility shall be capable of supplying and installing component parts, troubleshooting, repairing and maintaining the material(s). Minimum service hours shall be from 8:00 A.M. through 5:00 P.M., Arizona Time, Monday through Friday. Contractor may be asked to extend service hours. 3.8 BACKGROUND CHECK: Contractor(s) 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 respondents employees are acceptable for the contractor to do business with the County. This applies to (but is not limited to) the company and sub-contractors. Employees or others who fail to pass these checks shall not be allowed to work on County projects. Failure to meet these requirements may lead to termination of the quote. 3.9 INVOICES AND PAYMENTS: 3.9.1 The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) can be made. At a minimum, the invoice must provide the following information: ï· Company name, address and contact ï· County bill-to name and contact information ï· Contract Serial number ï· County Purchase Order number ï· Invoice number and date ï· Payment terms ï· Date of service or delivery ï· Location of service ï· Detail of service ï· Quantity (number of days or weeks) ï· Contract Item number(s) ï· Description of Purchase (product or services) ï· Pricing per unit of purchase ï· Freight (if applicable) ï· Extended price ï· Mileage w/rate (if applicable) ï· Arrival and completion time (if applicable) ï· Total Amount Due 3.9.2 Problems regarding billing or invoicing shall be directed to the using agency as listed on the Purchase Order. 3.9.3 Payment shall 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 Quote Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (http://www.maricopa.gov/922/Vendors). 3.9.4 Discounts offered in the contract shall be calculated based on the date a properly completed invoice is received by the County. 3.9.5 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. 3.10 TAX: No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and all taxes and include the same in proposal price. 4.0 SPECIAL TERMS & CONDITIONS: 4.1 TERM: All awards resulting from award of this request for quotes are for one (1) year unless otherwise stated. 4.2 OPTION TO EXTEND: The County may, at their option and with the approval of the Contractor, extend the period of this Quotation up to a maximum of two (2), one (1) year options, (or at the County’s sole discretion, extend the quote on a month to month basis for a maximum of six (6) months after expiration). The Contractor shall be notified in writing by the Office of Procurement Services Department of the County’s intention to extend the quote period at least thirty 5.0 EVALUATION CRITERIA: 5.1 EVALUATION CRITERIA: The evaluation of quotes shall be based on, but will not be limited to, the following: 5.1.1 Compliance with specifications 5.1.2 Price 5.1.3 Determination of responsibility The County reserves the right to award in whole or in part, by item or group of items, by section or geographic area, or make multiple awards, where such action serves the County’s best interest. 5.2 SUBMISSION PRICE CLARITY: For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as the bid specifications request. Submissions (bids) failing to comply with this requirement may be declared non-responsive. 5.3 INSTRUCTIONS FOR PREPARING AND SUBMITTING BIDS: Responses shall be submitted electronically to BidSync.com prior to the bid closing date 5.3.1 Attachments C and Quick Quote T & C’s shall be submitted via webform available at BidSync.com 5.3.1.1 Attachment C (REFERENCES) - Webform 5.3.1.2 Quick Quote T & C’s with Extended Terms 5.3.2 Quick Quote shall be reviewed, signed and returned with proposal. All prices shall be held firm for a period of one (1) year after the bid closing date. 5.4 RESPONDENT REVIEW OF DOCUMENTS: The Respondent must review its Bid submission to assure the following requirements are met. 5.4.1 Mandatory: Bid is submitted as required in Section 2.0 above. 5.4.2 Mandatory: Attachment C (References) is attached. 5.4.3 Mandatory: Quick Quote T & C’s with Extended Terms. Refer to “Bid Sync-OPS Quick Quote T C’s w-extended terms” for full list of Terms and Conditions.
The intent of this Request for Quotation (RFQ) is to identify and qualify Contractors to provide Maintenance and Repairs of fitness equipment for fitness centers located at various Maricopa County sites throughout the Phoenix Metropolitan area.
The County reserves the right to add additional contractors, at the County’s sole discretion, in cases where the currently listed contractors are of an insufficient number or skill-set to satisfy the County’s needs or to ensure adequate competition on any project or task order work.
BID SUBMISSION:
Vendor Bids must be submitted through PeriscopeS2G only. Vendors must view or download all attached forms prior to submitting bids.
MOUNTAIN STANDARD TIME: Times listed for pre-bid meetings, Q and A, and Bid Close are in Mountain Standard Time.
EVALUATION AND AWARD:
Award is made at the sole discretion of the solicitation issuing Department. Maricopa County reserves the right to award in full or in part to a single vendor or multiple vendors.
COMMUNICATION:
All questions must be submitted through PeriscopeS2G ONLY by the date and time listed in the bid.
Maricopa County Small & Local Certification:
If you are eligible for the MCSL Certification and have not submitted your MCSL Attestation Form and supporting documents, please submit these with your response. You will only be required to do this one time.
SCOPE OF SERVICES: 2.1 Maintenance, Cleaning and Repairs shall be completed throughout the year, as needed and requested by County departments. Parts will be purchased throughout the year as needed for repairs for of all fitness equipment at various locations. 2.2 FULL MAINTENANCE, CLEANING & REPAIR SERVICE SPECIFICATIONS: 2.2.1 The Contractor shall provide a full maintenance and repair service one time per month or quarter on all existing equipment and future equipment based on the County’s need. Current machine brands include: 2.2.1.1 Precor 2.2.1.2 LifeFitness 2.2.1.3 Matrix 2.2.1.4 Cybex 2.2.1.5 True Fitness 2.2.1.6 Primer 2.2.1.7 Concept II 2.2.1.8 Paramount 2.2.1.9 Octane 2.2.1.10 StairMaster 2.2.2 The Contractor will provide monthly full fitness center equipment maintenance, cleaning and repair to all equipment at the following locations: 2.2.2.1 301 W. Jefferson St., County Administration Building (Basement) 2.2.2.2 2909 W. Durango St., Transportation Operations Building 2.2.3 The Contractor will provide quarterly full fitness center equipment maintenance, cleaning and repair to all equipment at the following locations: 2.2.3.1 3131 W. Durango St., Juvenile Court Center 2.2.3.3 2627 S. 35th Ave., Sheriff’s Office Training Center 2.2.3.4 550 W. Jackson St., Sheriff’s Office HQ 2.2.4 CARDIOVASCULAR EQUIPMENT: 2.2.4.1 Vacuum under cardio equipment. 2.2.4.2 Clean, wipe-down entire piece of equipment including any display screens or handle bars. 2.2.4.3 Inspect for, identify and inform the County of the following: 2.2.4.3.1 Worn or fraying belts on treadmills. 2.2.4.3.2 Loose parts or hardware. 2.2.4.4 Never spray cleaners directly onto upper electronic panel. 2.2.4.5 Never use rough towels or rags to clean or wipe down equipment. 2.2.4.6 Never use WD 40 or Silicone on belts and decks. 2.2.4.7 Additional repair, cleaning or maintenance as requested. 2.2.5 RESISTANCE MACHINES: 2.2.5.1 Lube all guide-rods with water based silicone. 2.2.5.2 Inspect for, identify and inform the County of the following: 2.2.5.2.1 Any worn or fraying cables or belts on all selected strength equipment. 2.2.5.2.2 Loose parts or hardware. 2.2.5.2.3 Loose connections to weight stacks. 2.2.5.2.4 Worn out cable attachment hooks or worn swivels on attachment handles. 2.2.5.2.5 Worn out rubber hand grips. 2.2.5.3 Never lube cables or pulleys. 2.2.5.4 Additional repair, cleaning or maintenance as requested. 2.2.6 MISCELANEOUS EQUIPMENT: 2.2.6.1 Inspect for, identify and inform the County of the following: 2.2.6.1.1 Worn or damaged bars and attachments. 2.2.6.1.2 Loose end bolts on Olympic bars. 2.2.6.1.3 Worn or chipped Olympic plates. 2.2.6.1.4 Loose end bolts or heads on dumbbells. 2.2.6.1.5 Badly chipped coatings on dumbbells. 2.2.6.2 Additional repair, cleaning or maintenance as requested. 2.3 ADDITIONAL SERVICES: 2.3.1 Additional Services include, but is not limited to: 2.3.1.1 Moving of exercise equipment. 2.4 CERTIFICATION OF INSPECTION: 2.4.1 Upon completion of the inspection, a "Certificate of Inspection" placard shall be provided to affix to the unit. The Inspector will meet with the supervisor requesting the inspection and explain the inspection procedure, including any defects found, and their relationship to machine operation. 3.0 PURCHASING REQUIREMENTS: 3.1 Delivery is desired as soon as possible, but REQUIRED no later than ten (10) days after Contractor’s receipt of a purchase order. 3.2 Contractor shall notify County Representative listed on the order if the requested delivery date cannot be met and the anticipated lead time. Failure to communicate to County changes in the order status may result in default proceedings. 3.3 Normal business hours are 7:00 a.m. – 5:00 p.m., Monday through Friday, excluding County holidays. 3.4 The Contractor may be asked to add a new building to be serviced, and any new locations shall be billed at the same rates. 3.5 The vendor shall also provide the percentage discount for all Parts items purchased to repair fitness equipment as well as Markup Pricing. 3.6 Delivery shall be F.O.B. Destination Freight Prepaid within ten (10) days of receipt of Using Agency purchase order, to any delivery location within Maricopa County. 3.7 AUTHORIZED SERVICE AVAILABILITY: The Contractor shall have and maintain a local authorized service facility within the Phoenix, Arizona metropolitan area. The facility shall be capable of supplying and installing component parts, troubleshooting, repairing and maintaining the material(s). Minimum service hours shall be from 8:00 A.M. through 5:00 P.M., Arizona Time, Monday through Friday. Contractor may be asked to extend service hours. 3.8 BACKGROUND CHECK: Contractor(s) 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 respondents employees are acceptable for the contractor to do business with the County. This applies to (but is not limited to) the company and sub-contractors. Employees or others who fail to pass these checks shall not be allowed to work on County projects. Failure to meet these requirements may lead to termination of the quote. 3.9 INVOICES AND PAYMENTS: 3.9.1 The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) can be made. At a minimum, the invoice must provide the following information: ï· Company name, address and contact ï· County bill-to name and contact information ï· Contract Serial number ï· County Purchase Order number ï· Invoice number and date ï· Payment terms ï· Date of service or delivery ï· Location of service ï· Detail of service ï· Quantity (number of days or weeks) ï· Contract Item number(s) ï· Description of Purchase (product or services) ï· Pricing per unit of purchase ï· Freight (if applicable) ï· Extended price ï· Mileage w/rate (if applicable) ï· Arrival and completion time (if applicable) ï· Total Amount Due 3.9.2 Problems regarding billing or invoicing shall be directed to the using agency as listed on the Purchase Order. 3.9.3 Payment shall 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 Quote Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (http://www.maricopa.gov/922/Vendors). 3.9.4 Discounts offered in the contract shall be calculated based on the date a properly completed invoice is received by the County. 3.9.5 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. 3.10 TAX: No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and all taxes and include the same in proposal price. 4.0 SPECIAL TERMS & CONDITIONS: 4.1 TERM: All awards resulting from award of this request for quotes are for one (1) year unless otherwise stated. 4.2 OPTION TO EXTEND: The County may, at their option and with the approval of the Contractor, extend the period of this Quotation up to a maximum of two (2), one (1) year options, (or at the County’s sole discretion, extend the quote on a month to month basis for a maximum of six (6) months after expiration). The Contractor shall be notified in writing by the Office of Procurement Services Department of the County’s intention to extend the quote period at least thirty 5.0 EVALUATION CRITERIA: 5.1 EVALUATION CRITERIA: The evaluation of quotes shall be based on, but will not be limited to, the following: 5.1.1 Compliance with specifications 5.1.2 Price 5.1.3 Determination of responsibility The County reserves the right to award in whole or in part, by item or group of items, by section or geographic area, or make multiple awards, where such action serves the County’s best interest. 5.2 SUBMISSION PRICE CLARITY: For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as the bid specifications request. Submissions (bids) failing to comply with this requirement may be declared non-responsive. 5.3 INSTRUCTIONS FOR PREPARING AND SUBMITTING BIDS: Responses shall be submitted electronically to BidSync.com prior to the bid closing date 5.3.1 Attachments C and Quick Quote T & C’s shall be submitted via webform available at BidSync.com 5.3.1.1 Attachment C (REFERENCES) - Webform 5.3.1.2 Quick Quote T & C’s with Extended Terms 5.3.2 Quick Quote shall be reviewed, signed and returned with proposal. All prices shall be held firm for a period of one (1) year after the bid closing date. 5.4 RESPONDENT REVIEW OF DOCUMENTS: The Respondent must review its Bid submission to assure the following requirements are met. 5.4.1 Mandatory: Bid is submitted as required in Section 2.0 above. 5.4.2 Mandatory: Attachment C (References) is attached. 5.4.3 Mandatory: Quick Quote T & C’s with Extended Terms. Refer to “Bid Sync-OPS Quick Quote T C’s w-extended terms” for full list of Terms and Conditions.
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