invitation to bid (request for proposal)

INVITATION TO BID (Request for Proposal)

September 27, 2017

PROJECT

AdventureMobile Bookmobile

PROJECT DESCRIPTION The Topeka and Shawnee County Public Library is a 21st-century, landmark library; most recently named the Library Journal’s 2016 Library of the Year in the U.S. and Canada. The Library features the Alice C. Sabatini Gallery, the Millennium Café, Chandler Booktique (used bookstore), free meeting rooms, computer training and Internet access. Located in the heart of Shawnee County, the Library has a collection of more than 450,000 items and serves nearly 82,000 registered borrowers. About 3,000 people walk through the doors daily. Bookmobiles make about 25 stops six days a week traveling across the county and the Library provides services to 40 senior living facilities and 130 homebound individuals. The Digital Branch Library, www.tscpl.org, serves customers’ needs 24/7. This proposal is to replace the AdventureMobile, the library’s bookmobile for kids. The vehicle is a library on wheels delivering some of the library’s most popular books, audio-books, movies, magazines, and other materials to children and their caregivers in the community. The AdventureMobile visits all places where children can be found, including schools, day care centers, community centers, parades, festivals, and other community events. The AdventureMobile is a popular spot for customers and accounts for 35 percent of the total checkout to kids ages 5-12.

BID RECEIVING

Date: October 25, 2017 Time: 2:00 PM CDT Place: Menninger Room (2nd floor), Topeka and Shawnee County Public Library, 1515 S.W.

10th Avenue, Topeka, KS Attendance at the bid receiving is not required. Those who do not attend shall ensure the bid is received by the Topeka and Shawnee County Public Library prior to 1:00 PM CDT.

TIMELINE OF BID PROCESS RFP Issued: Wednesday, September 27, 2017 Submission of Bidder Questions* Wednesday, October 11, 2017 Bid Receiving: Wednesday, October 25, 2017 2:00 pm CDT; bids

Topeka & Shawnee County Public Library 2

Project: SCHOOL AGE BOOKMOBILE SEPTEMBER 27, 2017

must be received prior to this time Board Consideration of Award: Thursday, November 16, 2017 4:00 pm CDT;

bidders do not need to be present at the Board meeting

Notification of Decision to Bidders: Friday, November 17, 2017 (via email) Contract Awarded: Friday, November 17, 2017 or upon legal

acceptance Project Completion Date: No more than 12 months from the date of first

payment. *bidder questions must be submitted to the Project Coordinator in writing, preferably by email, and bidders should check the Library’s website for the question and answer document after the submission deadline has passed.

OWNER

Topeka & Shawnee County Public Library 1515 S.W. 10th Avenue Topeka, KS 66604-1374



INSTRUCTIONS TO BIDDERS

Date: September 27, 2017

PROJECT: AdventureMobile Bookmobile

DEFINITIONS: Bidding documents include Invitation to Bid, Instructions to Bidders, and Bid Form including any Addenda issued prior to bid receiving.

ADDENDA: Addenda are written or graphic instruments issued prior to bid receiving which modify or interpret the bidding documents, including specifications, additions, deletions, clarifications, or corrections. Prior to bid receiving, Addenda will be posted on the Owner’s website and each Bidder recorded by the Owner as having received the bidding documents will be notified. Bidders shall acknowledge receipt of Addenda on the Bid Form.

Any questions or requests for information by interested bidders must be submitted in writing to the Project Coordinator, preferably by email, and will be posted on the Library’s webpage as a public document for anyone’s review.

EXAMINATION OF BIDDING DOCUMENTS: Each Bidder shall examine the bidding documents carefully. Any interpretation or correction will be issued as an Addendum by the Owner. ONLY A WRITTEN INTERPRETATION OR CORRECTION BY ADDENDUM SHALL BE BINDING.

BID PREPARATION A single bid will be received for the purchase of a new AdventureMobile Bookmobile. The Owner is a political subdivision of the State of Kansas, eligible for government contract prices, and is exempt for the Kansas Retailers' Sales Tax Act and Kansas Compensating Tax Act under the provisions of Kansas Statutes Annotated (K.S.A.) Supplement 79-3606(b). Bids shall be made upon the BID FORM included with these specifications. Fill in all blanks on the BID FORM clearly with typewriter or ink. Erasures or other changes in a bid must be explained or noted over the signature of the Bidder. Signature shall be in longhand by a principal duly authorized to sign contracts. Bids shall contain no alterations or recapitulation of the work. The Bidder must submit references from three comparable library customers. The Owner reserves the right to: (1) waive any informalities or minor defects in the bids or bidding procedures; (2) reject any or all bids; (3) rebid the project at a later date if bids are rejected; and (4) accept the bid that, in the judgment of the Topeka and Shawnee County Public Library, will be in the best interest of the Library, whether or not said bid is the lowest bid.



Bidders may not use omissions or errors in the Specifications or other contract documents to their advantage. The Owner reserves the right to issue new instructions correcting any such errors or omissions, which new instructions shall be treated as if originally included. The Owner may make any investigation it deems necessary to determine the ability of the Bidder to perform the work. Bidders shall furnish information for this purpose to the Owner upon request. The Owner reserves the right to reject any bid if the evidence submitted by, or other investigation of, the Bidder fails to satisfy the Owner that the Bidder has the proper qualifications, experience, equipment, manpower, or financial and managerial capability to carry out the obligations of the contract agreement or to perform the work as specified. The Bidder shall be paid a 25% deposit with Purchase Order, 25% payment when chassis/shell is received and balance on delivery of vehicle to Topeka, KS. (terms negotiable). Bids shall be prepared and submitted in accordance with these INSTRUCTIONS TO BIDDERS.

Mail, deliver or email the BID FORM to: Sheryl Weller Chief Financial Officer TOPEKA & SHAWNEE COUNTY PUBLIC LIBRARY

1515 S.W. 10th Avenue Topeka, KS 66604-1374 [email protected]

If submitting a paper BID FORM, enclose the BID FORM in a sealed opaque envelope bearing the legend:

BID FORM Project: ADVENTUREMOBILE BOOKMOBILE Bidder: (your company name) Address: (your company address)

Please note email submission of BID FORMS is not secure, unless initiated in that manner by the Bidder. All documents in an emailed bid must be in read-only pdf format.

COORDINATOR: The Coordinator shall assume general coordination and direction of the project. The Coordinator is:

SANDRA HESTAND COMMUNITY SERVICES SUPERVISOR Voice: 785-580-45941 E-Mail: [email protected]



BIDDER'S REPRESENTATION: The Bidder, by responding to this bid, represents that 1. The Bidder read and understood the INSTRUCTIONS TO BIDDERS. 2. The Bidder carefully examined all bidding documents pertaining to the project. 3. The Bidder acknowledges receipt of Addenda, if any.

BID RECEIVING: The Owner will receive and publicly open and read bid proposal forms at the time and place indicated in the INVITATION TO BID. The bid proposal shall include all costs for a new AdventureMobile bookmobile. No oral or telephone bids will be considered. Modifications by telephone will be considered only on BID FORMS delivered to Owner prior to time set for bid receiving.

BID WITHDRAWAL: A Bidder may withdraw a BID FORM in writing, including via email, to Owner prior to time fixed for bid receiving. Unless otherwise provided in any supplement to these INSTRUCTIONS TO BIDDERS, no Bidder shall modify, withdraw, or cancel the bid, or any part thereof, for thirty (30) calendar days after the date for receiving bids.

AWARD OF CONTRACT: The approved bidder must be prepared to provide a service/purchase contract upon notification of bid approval. A contract will be awarded as soon as possible to the responsible Bidder submitting the lowest acceptable bid, provided: 1. Evidence of the experience, qualifications and fiscal responsibility of the Bidder and the

time of completion are all acceptable to the Owner. 2. The total of acceptable bids is within the Owner's financial budget for the project. 3. The contract is legally acceptable.

REJECTION OF BIDS: The Bidder acknowledges the Owner's right to reject any and all bids and to waive any formality or irregularity in any bid received. The Bidder recognizes the Owner's right to reject any bid, which fails to submit the data required by the bidding documents, or is in any way incomplete or irregular. An award to the lowest Bidder is not required.



MANUALS & CERTIFICATIONS

1. One line set for chassis.

2. A vehicle operating instruction handbook, repair manual and parts handbook shall be

furnished with the Bookmobile. An accessory, components, equipment and systems

instruction handbook(s) shall be furnished with the Bookmobile. The handbooks shall

cover installation and operation instructions, drawing, illustrations, manufacturer’s part

numbers, service/lubrication instructions, assembly and disassembly instructions, along

with safety precautions to insure proper installation, operation and maintenance.

3. Complete wiring diagrams shall be furnished in the Owner’s Handbook. These shall be

specific to the completed vehicle and shall not be “generic” in nature. Each optional

circuit shall be indicated on a separate page.

4. Complete operating and instructional manuals shall be included with all

communications/technical equipment supplied by the Contractor, including any warranty

information.

5. One custom-compiled list of manufacturer-approved regional service providers for the

various components and equipment installed.

6. All applicable warranty certificates and applications for delayed warranty start dates;

VEHICLE SPECIFICATIONS

DIMENSIONS:

1. Overall Length 30 ft. minimum, 32 ft. maximum (bumper to bumper)

2. Overall Height 11 ft. 4 in. maximum (top of A/C units)

3. Interior Height 82 in. minimum

4. Exterior Width 96 in. minimum; 102 in. maximum (sidewall to sidewall)

5. Interior Width 86 in. minimum (finished wall to finished wall)

6. Gross Vehicle Weight Rating 20,500 lbs, minimum



CHASSIS:

1. Commercial Style Chassis—Heavy Duty Front Engine Step Van Type

2. Air Cleaner Heavy Duty Replaceable Type

3. Alternator 160 amp, minimum

4. Axle Front 8,000 lbs, minimum

5. Axle Rear 13,500 lbs, minimum

6. Battery Sized to meet the vehicle and generator needs

7. Brakes Air Brakes

8. Controls

a. Headlight dimmer switch and indicator lights. b. Hazard switch. c. Self-canceling turn signals with lights. d. Dash dimmer. e. Parking light position indicator. f. Intermittent and variable window wipers. g. Foot operated throttle. h. Brake Pedal. i. Parking brake with warning light. j. Transmission selector. k. Low coolant warning light. l. Low fuel warning light. m. Low oil warning light. n. Buzzer and warning light for low oil pressure and high

water temperature. o. Four-way flasher

9. Radiator Sized to meet the vehicle needs.

10. Engine In-line six cylinder Diesel, 240 hp minimum that meets all current EPA standards, and fuel efficiency requirements.

11. Block Heater Engine block heater shall be provided and hardwired to

vehicle. 750 Watts.



12. Exhaust System Exhaust that meets current EPA standards.

13. Fuel System 45 gallon capacity, minimum.

14. Heater and Defroster (cab) standard OEM

15. Horns Electric

16. Instruments

a. Speedometer b. Odometer c. Trip odometer d. High beam indicator e. Tachometer f. Oil pressure gauge g. Voltmeter h. Fuel gauge i. Water temperature gauge

17. Oil Filter Full flow disposable.

18. Power Steering Full power, tilt column, must be power assisted.

19. Shocks Front and rear heavy duty.

20. Springs Heavy duty corresponding to GVWR.

21. Tires Heavy Duty Radial Tires 14 ply minimum;

spare tire and wheel shall be provided.

22. Transmission To be sized for GVWR

23. Wheels Steel disc type. 1-piece sized to fit selected tire.

24. Tow Hooks Front and Rear Tow Hooks shall be provided.



BODY SPECIFICATIONS:

1. Exterior Sheeting Prime commercial quality steel or aluminum

2. Box Framing Prime commercial quality steel or heavy duty fiberglass

and aluminum.

3. Bumpers Chassis frame mounted, full width front and rear

4. Front Patron Door

a. One patron door, minimum width 32 in. swing out with crash bar on the inside.

b. Patron door shall have deadbolt, keyed on outside and twist lock on the inside.

c. All doors keyed alike. d. Patron door shall have two windows, one in upper half and

one in lower half. e. Door location toward front passenger side. f. Interior and exterior grab handles provided on both sides.

g. Door swings open near 180 degrees and can be secured

open.

5. Rear Patron Door

a. One patron door, minimum width 32 in. swing out with crash bar on the inside.

b. Patron door shall have deadbolt, keyed on outside and twist lock on the inside.

c. All doors keyed alike. d. Patron door shall have two windows, one in upper half and

one in lower half. e. Door location toward rear passenger side. f. Interior and exterior grab handles provided on both sides.

g. Door swings open near 180 degrees and can be secured

open.

6. Wheelchair Lift

One ADA compliant in the wall style wheelchair lift to be

provided with bi-fold bookcase shelving.

7. Floor

a. First (bottom) floor (exterior) shall be steel or aluminum. b. Second (sub) floor (interior) shall be minimum 5/8 in.

plywood screwed securely to floor frame. c. All seams and edges be sealed.



d. Insulation and enhanced corrosion protection underfloor sealed to keep out dust, dirt, moisture and salt.

8. Insulation Foam sprayed on interior wall, interior ceiling and underfloor sufficiently rated to withstand Kansas winter and summer temperatures. Corrosion protection on underfloor.

9. Lights Stepwell, exterior clearance, stop and tail, back-up, cluster front and rear, side markers, directionals, emergency, parking, halogen headlamps. Exterior clearance and marker lights to be activated by the headlight switch.

10. Mirrors a. Driver and passenger side, rearview and cross view

mirrors. b. Integrated style heated remote control mirrors c. Rearview lenses can be remotely controlled independently.

11. Mud flaps Front and rear.

12. Reflectors All necessary, side front and rear.

13. Roof Prime commercial quality steel or aluminum, one solid

piece, insulated.

14. Rub Rails Prime commercial quality steel on each side.

15. Seals Tight sealing around all body panels, windows and doors.

16. Steps

a. Steps shall be operated manually. b. Steps must have slip resistant tread. c. Steps shall be at least as wide as door opening. d. Step rise and run must meet ADA requirements

17. Sun Visors Driver and passenger, commercial type.



18. Undercoating/Rustproofing All exposed surfaces.

19. Ventilation Fresh air through heater system.

20. Windows

a. All windows are to be tinted. b. Emergency exit as required.

21. Window Shades Pull-down window shades for all windows including the

Windshield

22. Awning Install Electric Awning on the curbside of vehicle.

Customer will choose color from manufacturer’s selections

after award of bid.

UPFITTING SPECIFICATIONS:

1. Driver Seat

a. Seat should be able to swivel at least 180⁰ b. Seat shall be high back bucket type with arm rests. c. Seat shall have approved seat belt and retractor. d. Seat shall be adjustable in the fore/aft and up/down. e. Seat hardware shall be FMVSS compliant.

2. Passenger Seat Same as Driver Seat.

3. Jump Seat A jump seat with full lap and shoulder seat belt shall be

provided to allow a third staff member to ride along. Seat

must fold up out of the way when not in use.

4. Audio/Visual/Appliances

a. AM/FM/CD Radio with speakers throughout vehicle. b. Rear-vision backing camera with dash mounted monitor. c. One antenna booster for Verizon air cards. d. Mini Refrigerator in storage cabinet. e. Mini Microwave in storage cabinet.



5. Cabinetry

a. Shall be constructed of cabinet grade hardwood, 5 ply, ¾ in. plywood with ½ in. backing.

b. Stain color to be selected by library. c. Nail holes to be filled, blended in and sanded. d. One coat of polyurethane shall be uniformly applied, hand

sanded and two additional finish coats applied. e. Cabinets shall be fastened to walls and floors securely. f. Cabinets shall have latching doors/trays/drawers, which

when in the closed position will prevent the accidental opening of the compartments while the vehicle is in motion.

g. All countertop/desktop edges shall be finished hardwood with beveled edges.

h. Cabinet doors shall have handles for opening.

6. Ceiling Commercial type to accommodate recessed lighting.

7. Ceiling Lighting Two rows of continuous, recessed, LED lights (tube type)

to illuminate the interior of the body.

8. Auxiliary Lighting

a. Minimum two interior 12v dome lights, recessed into the ceiling.

b. Stepwell and exterior entrance lights shall be provided at patron doors.

c. Map lights shall be provided over driver and passenger seats.

9. Roof Vent/Escape Hatch One to be provided.

10. Electrical Requirements

a. 120/240 volt system sized to exceed vehicle load requirements. Generator ON/OFF switch shall be located near panel and with remote start controls.

b. All 120 VAC circuits will be GFCI protected. c. Circuit breaker panel and wiring to meet National Electric

Code. d. All wiring must be secured at maximum intervals of 18 in. e. Main body wiring harness shall be fully accessible. f. Wiring must be one size larger than required by NEC. g. The main AC panel shall have clearly marked labels. h. Panel shall have a minimum of 100 amp. i. Standard manual reset circuit breakers shall be provided.



j. Off vehicle power supply. 35’ shore line twist lock power cord shall be provided.

k. One (1) 240 VAC AC 50 A shoreline connection shall also be provided on the passenger side of the vehicle.

l. Two (2) 240 VAC AC 50 A shoreline, 35 feet, including a 9451C (240 VAC plug) end and M1261 (120 VAC) adapter shall be provided.

m. A 45 amp converter/charger shall be provided to power 12V coach systems and replenish coach battery.

n. The converter/charger and shoreline shall be housed on driver’s side in the same storage compartment with access door, latch and key lock. The load center shall be a Siemens with ITE or equal circuit breakers and shall meet the National Electric Code. A power source selection switch shall be located near load center and generator remote start controls, labeled GEN-SHORE-OFF. The main load center shall be located over the driver side front desk, recessed into the wall. The door shall include a secure latch.

o. Transfer switch to prevent simultaneous use of generator and shoreline cord will be located in interior front of vehicle.

11. Outlets a. Eight outlets at front and rear desk shall be provided. Four

outlets accessible above the desk and four outlets accessible blow the desk. All outlets shall be 110v and powered by shoreline and generator power.

12. Generator a. One 12 KW quiet diesel generator shall be provided. b. Crossover switch to allow engine battery to start the

generator and vice versa. c. Generator fuel line will be tied into the existing chassis fuel

tank. This fuel line will be installed approximately ¼in. off the bottom of the fuel tank.

13. Generator Compartment

a. Compartment must be sized to allow efficient ventilation for cooling and prevention of heat buildup.

b. Compartment shall be constructed of heavy duty steel, and bolted to chassis frame.

c. Compartment tray will slide out for easy access. d. Compartment shall have acoustic barrier for noise

reduction. e. Compartment to be located on the driver’s side.

14. Cooling Two minimum 14,800 BTU, 110 Volt, roof mounted (not to exceed 11’4” in total height), low profile air conditioners or an under mount ducted system.



15. Heating a. Two minimum 1,500 Watt forced air heaters with

internal thermostats, mounted according to the final floorplan.

b. Under desk heating shall be provided for the front and rear desks.

16. Hardware

a. All necessary door locks, handrails, door closers, holdbacks and hinges will be furnished to provide smooth, efficient operation.

b. All handrails to be one-piece construction.

17. Interior Finish/Design Library and vendor will work together to design and select finishes for desks, closets, storage, shelving, bulletin boards and interior walls.

18. Floor Covering Commercial grade PVC, rubber or vinyl flooring. Library to approve material and color.

19. Safety Equipment

a. Two (2) 5 lb. 20 B.C. fire extinguisher shall be provided. b. One (1) triangle reflector set shall be provided. c. One (1) first aid kit shall be provided. d. One (1) smoke detector/carbon monoxide detector—

battery powered, shall be provided. e. Vehicle (in reverse) back-up alarm shall be provided. f. KIDDE fire suppression system in engine compartment

shall be provided.

20. Shelves

a. Provided in accordance with final layout to be determined upon award of bid.

b. Stain color to be selected by library. c. Nail holes to be filled, blended in and sanded. d. One (1) coat of polyurethane shall be uniformly applied,

hand sanded and two (2) additional finish coats applied. e. Sections shall be contrasted as individual, removable

bookcases with fixed top and bottom shelves. f. Sections to be anchored to structural members in walls and

to each other. g. Steel adjustable tracks with steel clips recessed into the

uprights, adjustable in ½ in. increments shall be provided.



21. Desks a. Front and rear checkout stations shall have access to at

least eight (8) electrical outlets. b. A front and rear checkout desk will be provided,

constructed and finished as cabinetry and shelves. c. Seating or desk will be adjustable to accommodate varying heights of staff.

22. Storage

a. Under floor storage shall be provided in the rear overhang, and between the axles as space permits.

b. All exterior storage compartment locks are to be keyed alike.

c. All exterior compartment doors shall have hold open devices.

d. Compartment door hinges shall be made of continuous stainless steel.

e. Interior closet large enough for a mop and broom will be provided.

23. Painting and Graphics Full coverage vinyl wrap (all sides) will be applied with the library selecting the final color and design.

24. Warranty

a. Engine Vendor Provided b. Transmission Vendor Provided c. Body Vendor Provided d. Chassis Vendor Provided e. Upfitting and Conversion Vendor Provided f. Generator Vendor Provided g. Heating Vendor Provided h. Cooling Vendor Provided i. Other Vendor Provided



BID FORMSingle Contract

Owner: Topeka & Shawnee County Public Library

1515 S.W. 10th Avenue Topeka, KS 66604-1374

Bidder Name: ________________________________________________________________________ In compliance with the invitation and instructions to Bidders, the undersigned proposes to provide a custom ADVENTUREMOBILE BOOKMOBILE.

Quantity

Unit Cost

Total

A. {This may include descriptions}

B.

C.

D.

TOTAL BASE BID

ADDENDA Receipt is acknowledged of Addenda numbers ________________.

REFERENCES: Required references have been included with the proposal, including business name,

contact name, telephone number and email address. YES_____ NO______

TIME OF COMPLETION The undersigned agrees to deliver the specified equipment within _______ calendar days from the date of the award of Contract. It is the Owner's desire that the project be completed rapidly. Time of Completion will be given strong consideration during the evaluation of bids.

DECLARATION The undersigned hereby declares the bid specifications have been carefully examined and this proposal is submitted in compliance therewith. The undersigned understands that competence and responsibility, time of completion, as well as any other factors of interest to the Owner may be a consideration in making the award. The Owner reserves the right to reject any or all proposals, to accept or reject alternate proposals and unit prices, and waive technicalities concerning the bid proposals received as it may be in the Owner's best interest to do so. ______________________________________ _______________________ Authorized Representative's Signature Date ______________________________________ _______________________ Title Telephone ______________________________________ _______________________ Company Fax ______________________________________ _______________________ Street Address E-Mail ______________________________________ City/State/Zip

invitation to bid (request for proposal)

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