CITY OF SUFFOLK by niusheng11

VIEWS: 14 PAGES: 35

									                      CITY OF SUFFOLK
                      Finance Department/Purchasing Division
                      P.O. Box 1858, Suffolk, VA 23439-1858;T (757) 514-7520; Fax (757) 923-2155




                       INVITATION FOR BID
TITLE:            Fitness Equipment for East Suffolk Complex

ACCEPTANCE DATE:                Prior to 3:00 p.m. - September 17, 2008 “Local Verizon
                                Time”

IFB NUMBER:                     2009-00250

ACCEPTANCE PLACE:               Department of Finance
                                Purchasing Division, Room 266
                                441 Market Street
                                Suffolk, Virginia 23434

BID OPENING LOCATION: Administrative Services Conference Room
                      441 Market Street, Room 250

Requests for information related to this Invitation should be directed to:

                        Cindy L. Norfleet, CPPB
                        Buyer II
                        (757) 514-7522
                        Email address: cnorfleet@city.suffolk.va.us


This document can be downloaded from our web site: www.suffolk.va.us/bids/index.jsp


                                                                      Issue Date: September 2, 2008


IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY
IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS
DIVISION AS SOON AS POSSIBLE.

If you have obtained this bid document from the City’s website or a source other than
the City of Suffolk, contact the Purchasing Division prior to submitting your bid to
ensure that a complete up-to-date package has been received. The Purchasing
Division is not responsible for providing addenda if the bidder is not listed as a
prospective bidder.

IFB #2009-00250                Fitness Equipment – East Suffolk Complex                Page 1   of 35
                   INVITATION FOR BID
             Fitness Equipment for East Suffolk Complex


SECTION/TITLE

1.0     Purpose………………………………………………….……………………………………3

2.0     Competition Intended…………………………………………….………………………….3

3.0     Specifications……………………………………………….………………………..………3

4.0     Instructions to Bidders…………………………………..…………………………………22

5.0     Contract Terms and Conditions…………………………..……..………………………..25

        Bid Form………………………………………….…………………..……………………..31

        Fitness Room Layout………………………………………………………………………36




BID PRICING FORM AND OTHER FORMS TO BE EXECUTED BY THE BIDDER




Prepared by:      Cindy Norfleet, Buyer II                            Date: September 2, 2008



IFB #2009-00250                Fitness Equipment – East Suffolk Complex               Page 2   of 35
1.0     PURPOSE

        The intent of this Invitation for Bid is to hire one contractor to provide fitness
        equipment (LifeFitness, Hammer Strength, and Hampton Fitness or approved equal)
        for the City of Suffolk’s East Suffolk Complex Fitness Room, 134 South Sixth Street,
        Suffolk, Virginia 23434. Equipment shall consist of a variety of commercial grade
        cardio and strength units designed for continuous/heavy use by the general public,
        and shall include a three-year preventative maintenance program and three-year
        extended warranty. Equipment and services shall be in accordance with all
        specifications, terms, and conditions herein.

2.0     COMPETITION INTENDED

        It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall be
        the bidder’s responsibility to advise the Purchasing Agent in writing if any language
        requirement, specification, etc., or any combination thereof, inadvertently restricts or
        limits the requirements stated in this IFB to a single source. Such notification must
        be received by the Purchasing Agent not later than five (5) days prior to the date set
        for bids to close.

3.0     SPECIFICATIONS

        3.1       General

                  Specifications below describe the type and quality of fitness equipment
                  required, conforming in strength, quality of materials, and workmanship to
                  what is normally provided to the trade for commercial use. Although the
                  brands listed herein are the preferred brands, it is not the intent of the City for
                  these specifications to be proprietary; equals will be evaluated in accordance
                  with comparable quality, construction, strength, durability, and suitability for
                  the purpose intended. The City, in its sole opinion, will determine
                  whether the equipment offered is equal to that specified herein.

                  All fitness equipment shall comply with the following safety standards and
                  regulations:
                              • International Standards Organization (ISO) 9001 Certification
                              • CE (Compliance Engineering) Mark of Quality
                              • Underwriters Laboratory, Inc. (UL) Certified

                  Equipment shall be supplied, delivered, and installed by a single source. A
                  drawing of the suggested room setup is attached. Other arrangements will
                  be considered.

                  Bidders must be responsible parties, regularly and practically engaged in the
                  fitness equipment industry and known to possess extensive
                  knowledge/experience for providing the equipment/services described herein.
                  Bidders (and equipment manufacturers) shall have been in operation for a
                  minimum of TEN (10) YEARS and shall have furnished similar
                  equipment/services for commercial use during that time period. The Bidder
                  shall provide, in the space provided on the BID FORM, a list of at least three
                  (3) references who are currently utilizing the specified equipment. If possible,
                  local references are preferred.
IFB #2009-00250                 Fitness Equipment – East Suffolk Complex              Page 3   of 35
        3.2       Cardio Equipment

                  Following is a list and description of the cardio fitness equipment to be
                  purchased. Equipment will be used on a regular basis by the general public
                  and, therefore, must be of the highest commercial grade and quality.

                  a.     Equipment Listing

                         1.     Treadmill with TV, LCD, and IPod Connectivity (LifeFitness
                                95TI-DOMLX Elevation Series Inspire or approved equal)
                                Quantity: 6 each

                                Performance Specifications
                                   • HP continuous duty AC drive motor w/seven-year
                                       manufacturer parts warranty
                                   • Suspension design should utilize approximately eight
                                       (8) heavy duty springs for consistent feel front to back
                                       and should be warranted from the manufacturer for no
                                       less than seven (7) years.
                                   • Should have Digital Heart Rate Sensors on cross bar
                                       and be Polar Telemetry compatible.
                                   • Remote activity zone with speed and incline controls.
                                       Activity zone should also have ”quick start” and direct
                                       “walk”, “jog”, and “run” speed buttons. Activity zone
                                       must have “stop” switch.
                                   • Running surface should be no less than 22”W x 60” L.
                                   • Must have long, flared side hand rails for support and
                                       safety
                                   • 0-15% Incline with 1,000 lb thrust lift motor
                                   • 0-14 mph speed range
                                   • Should have removable water bottle/accessory tray(s)
                                       and iPod station. Water bottle tray(s) must not allow
                                       the bottle to bounce out at extreme incline which is a
                                       hazard to the user and the treadmill
                                   • Should utilize user stride sensing system to detect
                                       when user has left the treadmill AND have safety
                                       lanyard and stop button

                                Technical & Service Specifications
                                   • Flash programmable USB port for uploading of service
                                       enhancements, downloading of service reports and
                                       installing software updates
                                   • iPod 30 pin connector for connectivity and charging of
                                       iPods
                                   • Allows for 30-minute belt and deck changes
                                   • Has Proactive Belt Wear notification and Auto Alert
                                       Self Diagnostics
IFB #2009-00250                Fitness Equipment – East Suffolk Complex          Page 4   of 35
                       •    Has ABTS belt alignment system which includes a
                            lubricant infused belt & dual v-grooves to prevent walk-
                            offs.
                       •    Must use 120v, 20amp dedicated NEMA5-20R outlet
                       •    400 lb max user weight
                       •    Approx. Measurements = 80” Long x 37” Wide, 460 lbs
                            uncrated weight
                       •    Minimum of 3.5” precision crowned steel rollers
                       •    Step-up height should not exceed 9.5”.

                  Entertainment & Programming Specifications
                     • Must have approximately 7” integrated touch screen
                         LCD. Touch screen LCD offers significant advantages
                         in both ease of programming, amount of user feedback
                         and entertainment options. Display console should
                         also offer supplemental mechanical inputs buttons.
                     • Allows for iPod connection via 30 pin connector. Thirty
                         (30) pin connector allows remote iPod control via 7”
                         LCD touch screen which gives the user greater control
                         over their music selection, play list and volume.
                     • Prefer equipment to have Virtual Trainer feature which
                         provides choice of male or female virtual trainers to
                         motivate and guide the users through programming
                         and workouts.
                     • “Create your own” programming where the
                         programmer can touch and drag both speed and
                         incline or heart rate % settings on the LCD screen.
                         This allows for faster, more specific and easier
                         programming to meet the unique needs of end user.
                     • Offer a variety of computer generated workout
                         landscape perspectives such as Mountain (showing
                         vertical ascent), 400 meter track (showing progress per
                         lap and lap counter) 5K Nature trail (showing progress
                         around path with lap counter)
                     • Custom programming & testing must include Heart
                         Rate Interval programming, Gerkin Protocol, Army
                         PFT, Navy PRT, Marine PFT, Air Force PRT and
                         Physical Efficiency Battery (PFB), 5K, 10K and Speed
                         Interval programs.
                     • Workout goals should include Time, Calories, Distance,
                         Vertical Ascent, Time in HR Zone.
                     • Using Flash USB stick, users can upload or download
                         workouts for trainer evaluation, tracking progress or
                         performance testing. Also allows cumulative distance,
                         calorie, time, HR Zone etc. storage with a single touch
                         of a button.
                     • Display screen should have Zoom feature for easy
                         viewing.
                     • Must have heart rate control programs where intensity
                         is adjusted based on users heart rate.

IFB #2009-00250   Fitness Equipment – East Suffolk Complex            Page 5   of 35
                            •    Must have approximately 17” HD LCD TV and control
                                 of    channel/volume     via  LCD  touch  screen
                                 integrated/connected to equipment.

                  2.   Cross-Trainer with TV, LCD, and IPod Connectivity
                       (LifeFitness 95XI-DOMLX Elevation Series Inspire or approved
                       equal)
                       Quantity: 6 each

                       Technical and Service Specifications
                          • Has flash programmable USB port for uploading of
                              service enhancements, downloading of service reports
                              and installing software updates.
                          • Has iPod 30-pin connector for connectivity and
                              charging of iPods
                          • 400 lb max user weight
                          • Has at-your-fingertips resistance controls located on
                              the bullhorns to allow users to easily adjust workout
                              intensity
                          • Must have an oversize pedal design allowing users to
                              adjust foot position comfortably
                          • Must have a 2.8” foot pedal spacing that minimizes
                              lateral hip shifting, which reduces lower back stress
                          • Approx. measurements= 88.1” Long x 30.7” Wide,
                              452lbs uncrated weight
                          • Total body design incorporates movement arms and
                              welded stationary arms.
                          • Heart rate sensors must be on both the stationary arms
                              and movement arms.
                          • Movement arms must have input buttons for
                              programming and adjustment.
                          • Must have Digital Heart Rate Sensors on movement
                              arm grips and Polar Telemetry or approved equal
                          • Must be self powering. Plug-in option available.
                          • Resistance range 25-500 watts with approximately 25
                              levels of difficulty
                          • Crankshaft speed range 25-100rpm
                          • Uses Urethane rollers for smooth rotation, low noise
                              and low resistance
                          • Welded Steel ladder frame design. Not single tube
                              design.
                          • TUV Compliant pedals spaced no more than 2.8” apart
                              for safety and comfort
                          • 20” fixed stride length
                          • Replaceable, peel off computer overlay for field
                              replacement and installation
                          • Must have numeric keypad, Quick Start and individual
                              program start buttons including: Fat Burn, Cardio,
                              Random, Manual, Zone Training+, Personal Trainer,
                              Hill Plus, Cool Down, Aerobics mode, and Reverse

IFB #2009-00250        Fitness Equipment – East Suffolk Complex      Page 6   of 35
                            mode

                       •    Must have heart rate control programs where intensity
                            is adjusted based on users heart rate
                       •    Must meet FCC, CSA, TUV, GS & CE safety
                            compliance standards

                  Entertainment & Programming Specifications
                     • Must have approximately 7” integrated touch screen
                         LCD. Touch screen LCD offers significant advantages
                         in both ease of programming, amount of user feedback
                         and entertainment options. Display console should
                         also offer supplemental mechanical inputs buttons.
                     • Allows for iPod connection via 30 pin connector
                     • 30-pin connector allows remote iPod control via LCD
                         touch screen which gives the user greater control over
                         their music selection, play list and volume.
                     • Virtual Trainer feature which provides choice of male or
                         female virtual trainers to motivate and guide the users
                         through programming and workouts is desired.
                     • “Create your own” programming where the
                         programmer can touch and drag both speed and
                         incline or heart rate % settings on the LCD screen.
                         This allows for faster, more specific and easier
                         programming to meet the unique needs of end user.
                     • Includes a variety of computer generated workout
                         landscape perspectives such as Mountain (showing
                         vertical ascent), 400 meter track (showing progress per
                         lap and lap counter) 5K Nature trail (showing progress
                         around path with lap counter)
                     • Custom programming & testing must include Heart
                         Rate Interval programming, Gerkin Protocol, Army
                         PFT, Navy PRT, Marine PFT, Air Force PRT and
                         Physical Efficiency Battery (PFB), 5K, 10K and Speed
                         Interval programs.
                     • Workout goals should include Time, Calories, Distance,
                         Vertical Ascent, Time in HR Zone.
                     • Using Flash USB stick, users can upload or download
                         workouts for trainer evaluation, tracking progress or
                         performance testing. Also allows cumulative distance,
                         calorie, time, HR Zone etc. storage with a single touch
                         of a button.
                     • Display screen should have Zoom feature for easy
                         viewing.
                     • Must have heart rate control programs where intensity
                         is adjusted based on users heart rate.
                     • Must have approximately 17” HD LCD TV and control
                         of    channel/volume      via     LCD     touch  screen
                         integrated/connected to equipment.


IFB #2009-00250   Fitness Equipment – East Suffolk Complex         Page 7   of 35
                  3.   Upright Bike with TV, Integrated LCD Touch Screen &
                       IPod Connectivity (LifeFitness 95Cil-DMLX Elevation Series
                       Inspire or approved equal)
                       Quantity: 2 each

                       Performance Specifications
                          • Must have Digital Heart Rate Sensors in two (2) places
                              on the handlebars and must be Polar Telemetry or
                              approved equal compatible
                          • Must have Deluxe racing handlebars
                          • Has at-your-fingertip resistance controls allows users
                              to easily adjust workout intensity.
                          • Has removable water bottle/accessory tray(s) and iPod
                              station.
                          • Has Comfort Curve Plus Seat or approved equal with
                              easy height adjustments
                          • Has Wide Ride or approved equal pedal adjustments
                          • Must have Easy Adjust Pedal Strap that provides
                              unique ski-boot like adjustment for easy usability for
                              every type of exerciser
                          • Must have angled seat post allowing users from 4’9” to
                              6’5” tall to adjust seat height for correct knee-over-
                              pedal spindle position
                          • Has approximately 25 resistance levels

                       Technical & Service Specifications
                          • Has Flash programmable USB port for uploading of
                              service enhancements, downloading of service reports
                              and installing software updates
                          • Has iPod 30-pin connector for connectivity and
                              charging of iPods
                          • 400 lb max user weight
                          • Approx. measurements= 46” Long x 21” Wide x60”
                              High; 176 lbs uncrated weight
                          • Has front wheels for easy mobility

                       Entertainment & Programming Specifications
                          • Must have approximately 7” integrated touch screen
                              LCD. Touch screen LCD offers significant advantages
                              in both ease of programming, amount of user feedback
                              and entertainment options. Display console should
                              also offer supplemental mechanical inputs buttons.
                          • Allows for iPod connection via 30-pin connector. Thirty
                              (30) pin connector allows remote iPod control via LCD
                              touch screen which gives the user easier control over
                              their music selection, play list and volume.
                          • Virtual Trainer feature which provides choice of male or
                              female virtual trainers to motivate and guide the users
                              through programming and workouts is desired.

IFB #2009-00250        Fitness Equipment – East Suffolk Complex        Page 8   of 35
                            •    “Create your own” programming allows for faster, more
                                 specific and easier programming to meet the unique
                                 needs of end user.
                            •    Offer a variety of computer generated workout
                                 landscape perspectives such as Mountain (showing
                                 vertical ascent), 400 meter track (showing progress per
                                 lap and lap counter) 5K Nature trail (showing progress
                                 around path with lap counter)
                            •    Workout goals should include Time, Calories, Distance,
                                 Vertical Ascent, Time in HR Zone.
                            •    Using Flash USB stick, users can upload or download
                                 workouts for trainer evaluation, tracking progress or
                                 performance testing. Also allows cumulative distance,
                                 calorie, time, HR Zone etc. storage with a single touch
                                 of a button.
                            •    Display screen should have Zoom feature for easy
                                 viewing.
                            •    Must have heart rate control programs where intensity
                                 is adjusted based on users heart rate

                  4.   Recumbent Bike with TV, Integrated LCD Touch Screen
                       and IPod Connectivity (LifeFitness 95Ri-DOMLX Elevation
                       Series Inspire or approved equal)
                       Quantity: 2 each

                       Performance Specifications
                          • Must have a step-through design that allows users to
                              easily get on and off the seat
                          • Has sidebars with Digital Heart Rate and must be Polar
                              Telemetry or approved equal compatible
                          • Has at-your-fingertip resistance controls on armrests
                              and sidebars allowing users to easily adjust workout
                              intensity
                          • Must have removable water bottle/accessory tray and
                              iPod station.
                          • Has Comfort Curve Plus or approved equal seat with
                              easy height adjustments
                          • Has Wide Ride or approved equal pedal adjustments
                          • Has Easy Adjust Pedal Strap that provides unique ski-
                              boot like adjustment for easy usability for every type of
                              exerciser
                          • Has approximately 25 resistance levels

                       Technical and Service Specifications
                          • Has Flash programmable USB port for uploading of
                              service enhancements, downloading of service reports
                              and installing software updates
                          • Has iPod 30-pin connector for connectivity and
                              charging of iPods
                          • 400 lb maximum user weight
IFB #2009-00250        Fitness Equipment – East Suffolk Complex           Page 9   of 35
                            •    Approx. measurements = 65.4” Long x 26” Wide x 52”
                                 High; 190 lbs uncrated weight
                            •    Has front wheels for easy mobility

                       Entertainment & Programming Specifications
                          • Must have approximately 7” integrated touch screen
                              LCD. Touch screen LCD offers significant advantages
                              in both ease of programming, amount of user feedback
                              and entertainment options. Display console should
                              also offer supplemental mechanical inputs buttons.
                          • Allows for iPod connection via 30-pin connector. Thirty
                              (30) pin connector allows remote iPod control via LCD
                              touch screen which gives the user easier control over
                              their music selection, play list and volume.
                          • Virtual Trainer feature which provides choice of male or
                              female virtual trainers to motivate and guide the users
                              through programming and workouts is desired.
                          • “Create your own” programming allows for faster, more
                              specific and easier programming to meet the unique
                              needs of the end user.
                          • Offers a variety of computer generated workout
                              landscape perspectives such as Mountain (showing
                              vertical ascent), 400 meter track (showing progress per
                              lap and lap counter) 5K Nature trail (showing progress
                              around path with lap counter)
                          • Workout goals should include Time, Calories, Distance,
                              Vertical Ascent, Time in HR Zone.
                          • Using Flash USB stick, users can upload or download
                              workouts for trainer evaluation, tracking progress or
                              performance testing. Also allows cumulative distance,
                              calorie, time, HR Zone etc. storage with a single touch
                              of a button.
                          • Display screen should have Zoom feature for easy
                              viewing.
                          • Must have heart rate control programs where intensity
                              is adjusted based on users heart rate

                  5.   Upper Body Ergometer with Adjustable Head, Cranks &
                       Seat (SciFit Pro1 or approved equal) – Handicapped Unit
                       Quantity: 1 each
                       Weight: 234 lbs
                       Size: Approx. 77”H x 60”L x 30”W
                       Power: Self-generating with battery backup

                            •    Adjustments allow user to work overhead or standing
                                 as well at the traditional seated upper body workout.
                            •    Adjustable console to accommodate users at all
                                 angles.
                            •    Crank arms adjustable and reversible for rotary rowing
IFB #2009-00250        Fitness Equipment – East Suffolk Complex         Page 10   of 35
                                          motion.
                                     •    Resistance system – 3-phase combination generator
                                          and eddy current brake with resistance output of 5 to
                                          2000 watts
                                     •    Bi-directional movement and resistance for greater
                                          versatility.
                                     •    Removable two (2) position footrests and wheelchair
                                          tie downs
                                     •    Computer adjustable in .1 increments with 200 levels of
                                          resistance
                                     •    Heart Rate compatible with most wireless technology.
                                     •    3 years parts / 1 year labor limited warranty

                  b.     Equipment Warranties (Cardio)

                         •   7 year warranty on Life Springs, motor and frame.
                         •   2 years all electrical components including LCD touch screen
                         •   1 year all mechanical parts and all labor

        3.3       Strength Equipment

                  Following is a list and description of the strength fitness equipment to be
                  purchased. Equipment will be used on a regular basis by the general public
                  and, therefore, must be of the highest commercial grade and quality.

                  a.     Construction Standards

                         •   Frames are sandblasted to prepare the surface and coated with
                             an electrostatically applied epoxy powder coat finish. Incorporates
                             a two-coat base paint with one clear coat top finish.
                         •   Weight selector pin magnetically locks in place and is conveniently
                             connected to the weight stack with a flexible, coated coil to
                             prevent pin loss.
                         •   Two (2) 5-pound drop down incremental add-on weights are
                             permanent on the guide rods.
                         •   11 gauge steel frame and tubes
                         •   Sturdy 2" x 4" and 2" x 3" steel tubing, precision welds on
                             selectorized resistance machines
                         •   Sturdy 1 ½” x 2” and ½” x 3” steel tubing on plated loaded
                             equipment
                         •   7 x 19 strand construction internally lubricated, nylon coated cable
                             with a breaking rate of 4200 lbs
                         •   Top weight plate is fitted with self-lubricating bushings.
                         •   Weight plates are solid, 1” thick steel w/ wrinkle black powder coat
                             finish.
                         •   Guide Rods are 3/4” cold-drawn steel, turned ground and polished
                             with hard chrome finish.




IFB #2009-00250                 Fitness Equipment – East Suffolk Complex          Page 11   of 35
                  b.   Safety Features

                       •    Convenient, easy-to-use spring assisted roller seat adjustment
                            firmly locks seat into place keeping your users in safe, stable
                            training positions at all times
                       •    Pulleys are 4 1/2" and 6" fiberglass-impregnated nylon pulleys
                            with sealed bearings.
                       •    Cable and pulley interface is completely guarded with covers. NO
                            PINCH POINTS.
                       •    Handgrips are thermoplastic rubber held by aluminum collars/
                            caps.
                       •    Simple-to-follow, instructional placards integrated into the design
                            of each machine illustrating proper use and muscles trained

                  c.   List/Specifications of Strength Equipment

                       1.      Chest Press (LifeFitness Pro2 PSCPSE or approved equal)
                               Quantity: 1 each
                               Machine Weight: approx. 560 lbs
                               Weight Stack: 295 lbs
                               Approx. Size: in. = 41L x 57W x 64H

                               •   Pressing arm adjusts in five (5) positions for multiple
                                   range-of-motion preferences
                               •   Built-in foot bar enhances user stabilization
                               •   Includes full weight stack shroud, integrated increment
                                   weight system, and easy-to-adjust spring assisted roller
                                   seat adjustment

                       2.      Shoulder Press (LifeFitness Pro2 PSSPSE or approved
                               equal)
                               Quantity: 1 each
                               Machine Weight: approx. 520 lbs
                               Weight Stack: 200 lbs
                               Approx. Size: in. = 60L x 56W x 64H

                               •   Choice of grips includes a neutral position for individual
                                   preference and anatomical limitations.
                               •   Seat position provides range-of-motion adjustment.
                               •   Includes full weight stack shroud, integrated increment
                                   weight system, and easy-to-adjust spring assisted roller
                                   seat adjustment

                       3.      Seated Leg Press (LifeFitness Pro2 PSSLPSE or approved
                               equal)
                               Quantity: 1 each
                               Machine Weight: approx. 810 lbs
                               Weight Stack: 390 lbs
                               Approx. Size: in. = 79L x 40W x 71H

IFB #2009-00250               Fitness Equipment – East Suffolk Complex          Page 12   of 35
                       •    Maintenance-free,    stainless-steel  rails  offer   an
                            exceptionally smooth motion.
                       •    User positioning and pressing angles are biomechanically
                            optimized.
                       •    Includes full weight stack shroud, integrated increment
                            weight system, and easy-to-adjust spring assisted roller
                            seat adjustment

                  4.   Seated Leg Curl w/Adjustable Start (LifeFitness Pro2
                       PSSLCSE or approved equal)
                       Quantity: 1 each
                       Machine Weight: approx. 515 lbs
                       Weight Stack: 295 lbs
                       Approx. Size: in. = 55L x 34W x 55H

                            •    Back pad adjusts from seated position to enable
                                 alignment with clearly marked axis of rotation.
                            •    Adjustable thigh pad with handles enhances
                                 stabilization.
                            •    Standard adjustable start position provides five (5)
                                 positions for individual preferences.

                  5.   Leg Extension w/Adjustable Start              (LifeFitness     Pro2
                       PSLESE or approved equal)
                       Quantity: 1 each
                       Machine Weight: approx. 570 lbs
                       Weight Stack: 295 lbs
                       Approx. Size: in. = 47L x 41W x 64H

                            •    All adjustments are accessible from the seated
                                 position.
                            •    Standard adjustable start position provides five (5)
                                 positions for individual preferences.
                            •    Includes full weight stack shroud, integrated increment
                                 weight system, and easy-to-adjust spring assisted
                                 roller seat adjustment

                  6.   Fixed Pulldown (LifeFitness Pro2 PSFPDSE or approved
                       equal)
                       Quantity: 1 each
                       Machine Weight: approx. 620 lbs
                       Weight Stack: 295 lbs
                       Approx. Size: in. = 58L x 55W x 73H

                            •    Angled seat and handgrips encourage proper exercise
                                 position.
                            •    Angled thigh pad is fixed for simple operation and
                                 lower body stabilization.
                            •    Includes full weight stack shroud, integrated increment
                                 weight system, and easy-to-adjust spring assisted
                                 roller seat adjustment
IFB #2009-00250        Fitness Equipment – East Suffolk Complex          Page 13   of 35
                  7.    Seated Row (Lifefitness Pro2 PSRWSE or approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 590 lbs
                        Weight Stack: 295 lbs
                        Approx. Size: in. = 52L x 34W x 71H

                             •    Overhead pivot creates natural arc of motion.
                             •    Multiple hand positions provide variety for mid or upper
                                  back exercises.
                             •    Includes full weight stack shroud, integrated increment
                                  weight system, and easy-to-adjust spring assisted
                                  roller seat adjustment

                  8.    Abdominal Crunch (LifeFitness Pro2 PSABCSE or approved
                        equal)
                        Quantity: 1 each
                        Machine Weight: approx. 400 lbs
                        Weight Stack: 200 lbs
                        Approx. Size: in. = 62L x 35W x 56H

                             •    System designed with dual pivot motion replicates
                                  natural abdominal crunch movement.
                             •    Two (2) foot pegs ensure comfort with no adjustments
                                  for users of all sizes

                  9.    Pectoral Fly/Rear Deltoid (LifeFitness Pro2 PSFLYSE or
                        approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 580 lbs
                        Weight Stack: 295 lbs
                        Approx. Size: in. = 49L x 56W x 71H

                             •    Machine arms pivot to accommodate different sized
                                  users.
                             •    Built-in foot bar enhances user stabilization.
                             •    5-position adjustable start mechanism for individual
                                  range-of-motion preferences

                  10.   Biceps Curl (LifeFitness Pro2 PSBCSE or approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 450 lbs
                        Weight Stack: 200 lbs
                        Approx. Size: in. = 45L x 41W x 55H

                        •    Angled arm pad provides stability and limits unwanted
                             shoulder movement/
                        •    Pivot is positioned for ideal alignment and angled
                             handgrips reduce wrist strain.



IFB #2009-00250         Fitness Equipment – East Suffolk Complex           Page 14   of 35
                        •    Includes full weight stack shroud, integrated increment
                             weight system, and easy-to-adjust spring assisted roller
                             seat adjustment

                  11.   Triceps Extension (LifeFitness Pro2 PSTESE or approved
                        equal)
                        Quantity: 1 each
                        Machine Weight: approx. 470 lbs
                        Weight Stack: 200 lbs
                        Approx. Size: in. = 45L x 44W x 55H

                             •    Angled seat and arm pads enhance stability during
                                  exercise.
                             •    Handle pivots automatically to accommodate varying
                                  forearm lengths.
                             •    Includes full weight stack shroud, integrated increment
                                  weight system, and easy-to-adjust spring assisted
                                  roller seat adjustment

                  12.   Back Extension (LifeFitness Pro2 PSBESE or approved
                        equal)
                        Quantity: 1 each
                        Machine Weight: approx. 560 lbs
                        Weight Stack: 295 lbs
                        Approx. Size: in. = 46L x 40W x 55H

                             •    Five-position adjustable start mechanism caters to
                                  individual range of motion or physical limitations.
                             •    Two (2) non-slip foot positions appeal to different user
                                  sizes.
                             •    Lumbar pad helps users easily find correct position
                                  relative to axis of rotation.
                             •    Includes full weight stack shroud, integrated increment
                                  weight system, and easy-to-adjust spring assisted
                                  roller seat adjustment

                  13.   Assist Chin Dip (LifeFitness Pro2          PSADC or approved
                        equal)
                        Quantity: 1 each
                        Machine Weight: approx. 655 lbs
                        Weight Stack: 175 lbs
                        Approx. Size: in. = 46L x 45W x 87H

                             •    Knee pad folds down and away from user for
                                  unassisted training.
                             •    Multi-position handles allow for exercise variety and
                                  accommodate different sized users.
                             •    Includes full rear weight stack shroud, integrated
                                  increment weight system, and easy-to-adjust spring
                                  assisted roller seat adjustment

IFB #2009-00250         Fitness Equipment – East Suffolk Complex           Page 15   of 35
                  14.   HOIST HD Inner/Outer Thigh (Hoist HD-1800 or approved
                        equal)
                        Quantity: 1 each
                        Machine Weight: approx. 581 lbs
                        Approx. Size: in. = 73L x 60W x 69H

                             •    Adjustable angle back pad to accommodate varying
                                  body sizes
                             •    Thigh pads swivel for each exercise position.
                             •    Two (2) foot support positions to provide lower body
                                  stability
                             •    Exercise arms can be adjusted from the user position.

                  15.   Adjustable Cable Crossover (LifeFitness CMACO                     or
                        approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 895 lbs (single base tower)
                        Weight Stack: Two 190lbs stacks
                        Approx. Size: in. = 28.5" x 167" X 94"

                             •    Up to three (3) individuals can train on the machine
                                  simultaneously.
                             •    Each weight stack gives exercisers a 1:2 resistance
                                  ratio.
                             •    Twenty (20) easy-to-set and adjust vertical pulley
                                  positions allow users to choose from a wide range of
                                  exercises.

                  16.   Plate Loaded Smith Machine (Hammer Strength PLSM or
                        approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 635 lbs
                        Approx. Size: in. = 43L x 86W x 91H

                  17.   Adjustable Bench (Hammer Strength FWADJ or approved
                        equal)
                        Quantity: 3 each
                        Machine Weight: approx. 100 lbs
                        Approx. Size: in. = 66L x 22W x 43H

                             •    Foot brace can be removed to improve space
                                  efficiency, but are designed for comfort and
                                  biomechanics,

                  18.   Iso-Lateral Bench Press – Vertical (Hammer Strength ILBPV
                        or approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 350 lbs
                        Starting Resistance: 7 lbs
                        Approx. Size: in. = 49L x 52W x 69H


IFB #2009-00250         Fitness Equipment – East Suffolk Complex        Page 16   of 35
                             •    Horizontal grip simulates a more traditional bench
                                  press, while vertical handles replicate athletic
                                  movements.
                             •    Upright position allows for easy entry and exit.
                             •    Iso-Lateral motion allows for equal strength
                                  development.

                  19.   Iso-Lateral Shoulder Press (Hammer Strength ILSP or
                        approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 350 lbs
                        Starting Resistance: 10lbs
                        Approx. Size: in. = 51L x 58W x 74H

                             •    Back pad is angled 40 degrees for better stabilization
                                  during heavy lifts and helps discourage hyperextension
                                  of the spine during exercise.
                             •    Seat belt provides extra stabilization.
                             •    Iso-Lateral motion allows for equal strength
                                  development.

                  20.   Iso-lateral Front Lat Pulldown (Hammer Strength ILPD or
                        approved equal)
                        Quantity: 1 each
                        Machine Weight: approx. 315lbs
                        Starting Resistance: 1 lb
                        Approx. Size: in. = 65l x 41W x 80H

                             •    Underhand grip dictates a natural path of motion ideal
                                  for training the Latissimus Dorsi.
                             •    Additional handle provided to allow user stabilization
                                  during one-arm exercises
                             •    Iso-Lateral motion allows for equal strength
                                  development.

                  21.   Iso-Lateral Rowing (Hammer Strength ILROW or approved
                        equal)
                        Quantity: 1 each
                        Machine Weight: approx. 280 lbs
                        Starting Resistance: 12 lbs
                        Approx. Size: in. = 59L x 50W x 51H

                             •    Compact, low-profile design
                             •    Multiple grips allow different options for exercise
                                  variety.
                             •    Additional handle provided to allow user stabilization
                                  during one-arm exercises.




IFB #2009-00250         Fitness Equipment – East Suffolk Complex         Page 17   of 35
                         22.       Arm Curl (Hammer Strength FWAC or approved equal)
                                   Quantity: 1 each
                                   Machine Weight: approx. 109 lbs
                                   Approx. Size: in. = 39 L x 36W x 43H

                         23.       Body Weight Back Extension (Hammer Strength BWBE or
                                   approved equal)
                                   Quantity: 1 each
                                   Machine Weight: approx. 135 lbs
                                   Approx. Size: in. = 59L x 28.3"W x 43H

                         24.       Abdominal Decline Bench (Hammer Strength FWDB or
                                   approved equal)
                                   Quantity: 1 each
                                   Machine Weight: approx. 100 lbs
                                   Approx. Size: in. = 63L x 24W x 34H

                         25.       Olympic Plates – 1800 lbs (Hampton Fitness HFHOG or
                                   approved equal)
                                   Quantity: 1 set

                         26.       Dumbbells – 5-100 lbs (Hampton Fitness Durabell CPDB or
                                   approved equal)
                                   Quantity: 1 set

                  c.     Equipment Warranties (Strength Equipment)

                               •   10 Years on frames
                               •   5 Years on pillow blocks, pulleys, weight plates, and guide
                                   rods
                               •   1 Year on bearings, cables, grips
                               •   90 Days on upholstery, springs, anything else not specified
                                   herein

        3.3       Training

                  Once installation of the equipment has been completed, the Contractor will be
                  required to provide instruction materials (and parts manuals) for each piece of
                  equipment purchased/leased. A training class (1-2 days), taught by a certified
                  fitness instructor, shall be scheduled with Parks and Recreation staff to
                  demonstrate the features/functions, etc. of each unit. The Contractor will be
                  required to provide support to the department regarding use of the proposed
                  equipment at least one (1) month following the training session(s).

        3.4       Preventative Maintenance

                  The contractor shall provide a Preventative Maintenance Program on each
                  unit of equipment purchased by the City for a period of three (3) years
                  commencing from the date of installation. Maintenance shall include, but is
                  not limited to, the inspection, cleaning, lubrication, and adjustment of all

IFB #2009-00250                    Fitness Equipment – East Suffolk Complex       Page 18   of 35
                  equipment. Operational diagnostics shall be performed at each visit, and the
                  contractor shall troubleshoot any potential problems.

                  Preventative maintenance shall be performed twice each year (every 6
                  months) for the first year and four times (quarterly) each year thereafter.

                  The Bidder will be required to provide on the attached BID FORM a lump sum
                  price for each visit during the three-year contract period. A new contract
                  price will be negotiated at the end of this period.

                  Preventative maintenance procedures for each visit shall be as described
                  below:

                  a.     Preventative Maintenance Procedures for Treadmills

                            •   Inspect display and housing for cracks and defects.
                            •   Inspect motor cover for cracks and defects.
                            •   Inspect running belt and deck for wear.
                            •   Adjust belt tracking.
                            •   Lubricate deck as needed.
                            •   Inspect DC motor brushes for excessive wear and proper
                                seating.
                            •   Inspect motor armature.
                            •   Inspect alignment of drive pulleys.
                            •   Lubricate elevation mechanism.
                            •   Inspect drive and take up roller bearings.
                            •   Inspect E-Stop for proper operation.
                            •   Run a systems check.
                                o Speed – 0 to Maximum
                                o Elevation – 0 to Maximum
                                o Heart Rate, if applicable
                            •   Calibrate treadmill.
                            •   Vacuum, in and around, MCB, motors, pan, running belt, and
                                deck.
                            •   Test machine for proper overall functioning.
                            •   Record all problems and defects observed.
                            •   Record all information necessary for repair or parts ordering
                                such as manufacturer, model, and serial number.

                  b.     Preventative Maintenance Procedures for Ellipticals and Crosstrainers

                            •   Inspect ramps for excessive wear and scars.
                            •   Inspect wheels for bearing failure and proper spinning
                                movement.
                            •   Inspect pedal arm for proper movement.
                            •   Inspect pedal arm to pivot arm connection for worn bushings
                                and loose bolts.
                            •   Inspect crank arm to pivot arm for worn shafts and bushings.
                            •   Inspect crank arm to flywheel for worn shafts and bushings.
                            •   Inspect covers for mounting bolts and cracks.
IFB #2009-00250                 Fitness Equipment – East Suffolk Complex        Page 19   of 35
                          •   Inspect upper arms for loose mounting.
                          •   Inspect display for proper function and cracked or defective
                              faceplates.
                          •   Lubricate picot points and bearings, as needed.
                          •   Test machine for proper overall functioning.
                          •   Record all problems and defects observed.
                          •   Record all information necessary for repair or parts ordering
                              such as manufacturer, model, and serial number.

                  c.   Preventative Maintenance Procedures for Bikes

                          •   Inspect frame covers for cracks, missing parts, and wear.
                          •   Inspect belts and adjust as needed.
                          •   Inspect chains and lubricate as needed.
                          •   Inspect and clean alternator brushes and commutator, as
                              needed.
                          •   spect seat assembly and pads for excessive wear, defects,
                              and tears.
                          •   Test seat adjustment for proper functioning.
                          •   Inspect display for proper functioning, excessive wear, and
                              defects.
                          •   Inspect pedals for proper functioning, excessive wear, and
                              defects.
                          •   Inspect crank assembly for tension, bearing play, and defects.
                          •   Test bike for proper resistance levels.
                          •   Inspect for missing wheels and levelers.
                          •   Test machine for proper overall functioning.
                          •   Record all problems and defects observed.
                          •   Record all information necessary for repair or parts ordering
                              such as manufacturer, model, and serial number.

                  d.   Preventative Maintenance Procedures for Steppers

                          •   Inspect frame covers for cracks, missing parts, and wear.
                          •   Inspect display for proper functioning, excessive wear, and
                              defects.
                          •   Inspect pedal arms and pedals for proper functioning,
                              excessive wear, worn bushings, and defects.
                          •   Lubricate chains, as needed.
                          •   Test machine for proper overall functioning.
                          •   Record all problems and defects observed.
                          •   Record all information necessary for repair or parts ordering
                              such as manufacturer, model, and serial number.

                  e.   Preventative Maintenance Procedures for Selectorized Resistance
                       Machines

                          •   Inspect pads and upholstery for excessive wear and defects.
                          •   Inspect and lubricate guide rods for smooth operation.

IFB #2009-00250               Fitness Equipment – East Suffolk Complex         Page 20   of 35
                             •   Inspect snap-hooks, weight stack selector pins, pull pins,
                                 swivels, and links for excessive wear and defects.
                             •   Inspect cables and/or belts for excessive wear and defects.
                             •   Inspect cable ends, if applicable, for excessive wear and
                                 defects.
                             •   Inspect belt brackets, if applicable, and tighten, if necessary.
                             •   Test tension and alignment of cables and/or belts and adjust, if
                                 necessary,
                             •   Inspect accessory handles and bars for proper functioning and
                                 defects.
                             •   Inspect frame hardware for defects and tighten, if necessary.
                             •   Lubricate bushings.
                             •   Test machine for proper overall functioning.
                             •   Record all problems and defects observed.
                             •   Record all information necessary for repair or parts ordering
                                 such as manufacturer, model, and serial number.

        3.5       Extended Warranty

                  The contractor shall provide a minimum three-year extended warranty on all
                  equipment listed in the Invitation for Bid and installed at the East Suffolk
                  Complex.

                  The extended warranty shall include all transportation, parts, labor,
                  equipment, tools, etc. required to repair/replace broken/damaged equipment
                  as needed during the three-year contract period.

                  The extended warranty shall be applied following the expiration of the
                  equipment’s original warranty.

                  The Bidder will be required to quote a lump sum price per year to provide the
                  extended warranty on the BID FORM. The warranty will be paid up front (to
                  include all three years) to the contractor upon purchase/installation of the
                  equipment.

        3.6       Delivery

                  Fitness equipment shall be delivered (inside) Monday through Friday
                  between the hours of 8:30 a.m. and 5 p.m. to the new Fitness Room located
                  at the East Suffolk Complex, 134 South Sixth Street, Suffolk, Virginia 23434.
                  The Contractor shall be responsible for assembling/setting up the equipment
                  in accordance with a floor plan approved by the City. The Contractor must
                  submit a floor plan to the City for approval prior to setup. Once installed, the
                  fitness equipment shall be tested for functionability, etc. in accordance with all
                  manufacturer’s instructions, warranties, and regulations.

                  Equipment shall be delivered, set up/assembled, and ready for use no later
                  than November 30, 2008, unless otherwise approved by the City. Delivery
                  may be a factor in the award.



IFB #2009-00250                  Fitness Equipment – East Suffolk Complex           Page 21   of 35
        3.7       Job Site Visit

                  The Contractor may contact Helen Gabriel at (757) 514-7255 to schedule a
                  visit to the Fitness Room location, if needed.

4.0     INSTRUCTIONS TO BIDDERS

        4.1       Submission of Sealed Bids

                  Pricing must be submitted on the Invitation for Bid pricing form; failure to
                  submit a bid on the official City form provided for that purpose shall be a
                  cause for rejection of the bid. Include other information as requested or
                  required. All bids shall be submitted in a sealed envelope and properly
                  identified with the bid number, bid name and time and date of opening. Bids
                  must be received by the Finance Department/Purchasing Division no later
                  than the time specified on the opening date. Bids may be mailed to City of
                  Suffolk, Finance Department/Purchasing Division, P.O. Box 1858,
                  Suffolk, VA 23439 or hand delivered to 441 Market Street, Room 266,
                  Suffolk, Virginia 23434. Faxed and e-mailed bids shall not be accepted. It is
                  the bidder’s responsibility to ensure the bid is received prior to the bid
                  acceptance time.

                  Alternate bids will not be accepted and may be cause for the bidder to be
                  considered non-responsive.

        4.2       City Contacts

                  Questions related to bid submittals should be directed to:

                         Cindy L. Norfleet, Buyer II
                         (757) 514-7522
                         cnorfleet@city.suffolk.va.us

                  The Buyer II, Cindy Norfleet, is the designated authorized spokesperson for
                  the City of Suffolk with respect to this IFB. All questions should be directed to
                  the Buyer’s attention. The respondents to this IFB shall not contact, either
                  directly or indirectly, any other employee or agent of the City regarding this
                  IFB. This prohibition shall also extend to the Suffolk City Council and locally
                  elected officials. Any such unauthorized contact may disqualify the bidder
                  from this procurement.

        4.3       Firm Pricing

                  Bid price must be firm for City acceptance for ninety (90) days from bid
                  opening date.

        4.4       Pricing to be F.O.B. Destination – Freight Included

                  Pricing shall be F.O.B. destination-freight included for all competitive bids.
                  F.O.B. Destination-Freight Included shall include all shipping costs to the City
                  location(s) at the unit cost. No additional shipping charges shall be allowed.
IFB #2009-00250                    Fitness Equipment – East Suffolk Complex        Page 22   of 35
        4.5       Unit Price

                  Bid unit price on quantity specified – extend and show total. In case of errors
                  in extension, unit prices shall govern. Bids subject to unlimited price
                  increases will not be considered.

        4.6       Authority to Bind Firm in Contract

                  Bids must include full legal firm name and address of bidder. Failure to
                  manually sign bid may disqualify it. Person signing bid should show Title or
                  Authority to Bind Firm in a Contract.

        4.7       Bidder Qualification

                  Only bids from established contractors for work similar in scope to work
                  herein shall be considered; the City reserves the right to request specific
                  reference information prior to award. Bidder shall demonstrate that he has
                  adequate and appropriate manpower, tools and equipment to respond and
                  perform in accordance with the provisions herein.

                  The City may, at its option, disqualify a bidder and reject his bid for cause.
                  Reasons deemed to be sufficient for this action shall include, but not be
                  limited to, the following:

                         Evidence of collusion among bidders.
                         Receipt of more than one bid on any project from an individual, or
                         from a corporation. This restriction does not apply to subcontractors
                         Default on any previous contract.
                         For unreasonable failure to complete a previous contract within the
                         specified time or for being in arrears on an existing contract without
                         reasonable cause for being in arrears.
                         Inability to perform as revealed by an investigation of the Bidder's
                         financial statement, experience and/or plant and equipment.

        4.8       Withdrawal of Bids

                  Bids may be withdrawn any time prior to the bid opening. Withdrawal of bids
                  may be accomplished by submitting such request in writing on the issuing
                  company's letterhead either in person or by certified mail. No bids may be
                  withdrawn after the established bid opening date or time, unless the
                  purchaser has extended the opening date.
        4.9       Rejection of Bid

                  The City reserves the right to waive any technical errors in bids received
                  and/or to reject any and all bids. Without limiting the generality of the
                  foregoing, any bid which is incomplete, obscure, or irregular may be rejected;
                  any bid failing to comply with all terms and conditions or failing to conform to
                  the specifications may be rejected; any bid having interlineations, erasures,
                  or corrections not appropriately initialed by the bidder may be rejected; and
                  any bid accompanied by an insufficient or irregular bid security may be
                  rejected.

IFB #2009-00250                 Fitness Equipment – East Suffolk Complex          Page 23   of 35
        4.10      Late Bids

                  Late bids will be returned to bidder unopened, if opening date and bidder’s
                  return address is shown on the container. Late bids shall not be accepted. It
                  is the responsibility of the bidder to ensure the bid is received prior to the bid
                  acceptance time.

        4.11      Rights of City

                  The City reserves the right to accept or reject all or part of any bid, waive any
                  informalities and award the contract to the lowest responsive and responsible
                  bidder to best serve the interest of the City.

        4.12      Use of Contract by Other Public Bodies

                  Bidders are advised that the resultant contract(s) may be extended, with the
                  authorization of the Bidder, to other public bodies, or public agencies or
                  institution of the United States to permit their use of the contract at the same
                  prices and/or discounts and terms and conditions of the resulting contract. If
                  any other public body decides to use the final contract, the Contractor(s) shall
                  deal directly with that public body concerning the placement of orders,
                  issuance of the purchase orders, contractual disputes, invoicing and
                  payment. The City of Suffolk acts only as the “Contracting Agent” for these
                  public bodies. Failure to extend a contract to any public body will have no
                  effect on consideration of your bid. It is the Contractor’s responsibility to
                  notify the public body(ies) of the availability of the contract.

                  Other public bodies desiring to use this contract shall make their own legal
                  determination as to whether the use of this contract is consistent with their
                  laws, regulations, and other policies.

                  Each public body has the option of executing separate contract with the
                  Contractor. Public bodies may add terms and conditions required by statute,
                  ordinances, and regulations, to the extent that they do not conflict with the
                  contract’s terms and conditions. If, when preparing such a contract, the
                  general terms and conditions of a public body are unacceptable to the
                  Contractor, the Contractor may withdraw its extension of the award to that
                  public body.

                  The City of Suffolk shall not be held liable for any costs or damages incurred
                  by another public body as a result of any award extended to that public body
                  by the Contractor.

        4.13      Inclement Weather/Closure Of City Hall

                  If City Hall is closed for business at the time scheduled for bid opening, for
                  whatever reason, sealed bids will be accepted and opened on the next
                  scheduled business day, at the originally scheduled time.

        4.14      Basis for Award

                  Contract award will be made to the lowest responsive and responsible bidder
                  at the City’s sole discretion. The City reserves the right to award the contract
                  by item or in total for the contract period; the decision to make such award
                  will be at the sole discretion of the City.
IFB #2009-00250                    Fitness Equipment – East Suffolk Complex         Page 24   of 35
                  The City reserves the right to reject the bid(s) received and to utilize other
                  available procurement methods, to include cooperative bids, state contracts,
                  GSA contracts, USA Communities contracts, and/or any other appropriate
                  contracts available to government agencies to obtain the best pricing for the
                  intended procurement.

        4.15      Announcement of Award

                  Upon the award or the announcement of the decision to award a contract as
                  a result of this solicitation, the City will publicly post such notice on the
                  bulletin board located outside of Room 266 of the Finance/Purchasing
                  Department and/or on the City’s web site, www.suffolk.va.us for a minimum of
                  ten (10) days.

5.0     CONTRACT TERMS AND CONDITIONS

        The resulting contract with the successful bidder will be subject to the following terms
        and conditions:

        5.1       Procedures

                  The extent and character of the services to be performed by the contractor
                  shall be subject to the general control and approval of the Project Manager or
                  his authorized representative(s). Any change to this agreement must be
                  approved in writing by the Purchasing Agent and the Contractor.

        5.2       License Requirement

                  All firms doing business in the City of Suffolk are required to be licensed in
                  accordance with the Commonwealth of Virginia and City of Suffolk’s business
                  license ordinance. Any questions concerning business licenses should be
                  directed to the Commissioner of the Revenue’s Office, telephone (757) 514-
                  4260.

         5.3      Insurance

                  Contractor shall purchase and maintain the following insurance coverage:

                  a.     Workers Compensation
                         As statutorily required by the Commonwealth of Virginia. Employers
                         Liability insurance coverage with limits of not less than $500,000.

                  b.     Commercial General Liability
                         With limits of not less than $2,000,000 aggregate, and $1,000,000 per
                         occurrence for bodily injury / death.
                         Products & Completed Operations coverage with limits of not less
                         than $1,000,000.
                         Property / Physical Damage coverage with limits not less than
                         $1,000,000.

                  c.     Auto Liability insurance
                         With limits of not less than $1,000,000 combined single unit.
IFB #2009-00250                 Fitness Equipment – East Suffolk Complex         Page 25   of 35
                  d.       An Umbrella policy / Excess insurance coverage encompassing:
                           With limits of not less than $1,000,000
                           Workers Compensation
                           Commercial General Liability
                           Property Damage
                           Auto Liability
                           Crime Coverage

                  e.       Should the Contractor lease his equipment, it shall be the Contractor’s
                           responsibility to obtain any necessary additional insurance, at
                           Contractor’s expense.

                  f.       A certificate evidencing the above insurance coverage shall be
                           provided by the contractor to the City of Suffolk prior to the
                           commencing work. The City of Suffolk shall be named as an
                           Additional Insured; endorsements of same shall be submitted with
                           certificate. It shall be the Contractor’s responsibility to keep the
                           required insurance coverage’s in full force, and without lapse, during
                           the entire term of this agreement. Notices of cancellation or any
                           changes to insurance shall be provided to the City of Suffolk thirty (30)
                           days prior to the effective date of such change or cancellation.

        5.4       Hold Harmless Clause

                  The Contractor shall, during the term of the contract, indemnify and hold
                  harmless the City of Suffolk from and against any and all losses, damages,
                  claims, fines, penalties, suits and costs, including bodily injury or death of any
                  person(s), or loss or damage to property, as well as fines, assessments and
                  penalties imposed by any authority which may arise out of any violations of
                  law by, and all acts and omissions of the Contractor, the Contractor’s agents,
                  employees occurring in connection with the products, completed operations,
                  and other services covered herein.

        5.5       Safety

                  All contractors and subcontractors performing services for the City are
                  required and shall comply with all Occupational Safety and Health
                  Administration (OSHA), State and City Safety and Occupational Health
                  Standards and any other applicable rules and regulations.         Also all
                  contractors and subcontractors shall be held responsible for the safety of
                  their employees and any unsafe acts or conditions that may cause injury or
                  damage to any persons or property within and around the work site area
                  under this contract.

        5.6       Anti-Discrimination

                  By submitting their bids, bidders certify to the City that they will conform to the
                  provisions of the Federal Civil Rights Act of 1964, as amended, as well as the
                  Virginia Fair Employment Contracting Act of 1975, as amended, where
                  applicable, the Virginians with Disabilities Act, the Americans with Disabilities
                  Act and 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the
                  award is made to a faith-based organization, the organization shall not
IFB #2009-00250                  Fitness Equipment – East Suffolk Complex            Page 26   of 35
                  discriminate against any recipient of goods, services, or disbursements made
                  pursuant to the contract on the basis of the recipient's religion, religious
                  belief, refusal to participate in a religious practice, or on the basis of race,
                  age, color, gender or national origin and shall be subject to the same rules as
                  other organizations that contract with public bodies to account for the use of
                  the funds provided; however, if the faith-based organization segregates public
                  funds into separate accounts, only the accounts and programs funded with
                  public funds shall be subject to audit by the public body. (Code of Virginia
                  2.2.4343.1E).

                  In every contract over $10,000 shall include the following provisions:

                  1.     During the performance of this contract, the contractor agrees as
                         follows:

                         a.      The contractor will not discriminate against any employee or
                                 applicant for employment because of race, religion, color, sex,
                                 national origin, age, disability, service disabled veterans, or
                                 any other basis prohibited by state law relating to
                                 discrimination in employment, except where there is a bona
                                 fide occupational qualification reasonably necessary to the
                                 normal operation of the contractor. The contractor agrees to
                                 post in conspicuous places, available to employees and
                                 applicants for employment, notices setting forth the provisions
                                 of this nondiscrimination clause.

                         b.      The contractor, in all solicitations or advertisements for
                                 employees placed by or on behalf of the contractor, will state
                                 that such contractor is an equal opportunity employer.

                         c.      Notices, advertisements and solicitations placed in accordance
                                 with federal law, rule or regulation shall be deemed sufficient
                                 for the purpose of meeting these requirements.

                  2.             The contractor will include the provisions of No. 1 above in
                                 every subcontract or purchase order over $10,000, so that the
                                 provisions will be binding upon each subcontractor or vendor.

        5.7       Ethics In Public Contracting (SEC 2.2-4367 ET. SEQ. CODE OF Virginia)

                  By submitting a bid, the bidder certifies that their bid is made without collusion
                  or fraud and that they have not offered or received any kickbacks or
                  inducements from any other bidder, supplier, manufacturer or subcontractor
                  in connection with their bid, and that they have not conferred on any public
                  employee having official responsibility for this procurement transaction any
                  payment, loan subscription, advance, deposit of money, services or anything
                  of more than nominal value, present or promised, unless consideration of
                  substantially equal or greater value was exchanged.

        5.8       Contractors shall not knowingly employ unauthorized aliens.

                  Section 2.2-4311.1 requires that all public bodies provide in every written
                  contract that the contractor does not, and shall not, during the performance of
IFB #2009-00250                 Fitness Equipment – East Suffolk Complex            Page 27   of 35
                  the contract for foods and services in the Commonwealth, knowingly employ
                  an unauthorized alien as defined in the Federal Immigration Reform and
                  Control Act of 1986.

        5.9       Debarment Status

                  By submitting a bid, bidders certify that they are not currently debarred by the
                  Commonwealth of Virginia from submitting bids or proposals on contracts for
                  the type of goods and/or services covered by this solicitation, nor are they an
                  agent of any person or entity that is currently so debarred.

        5.10      Antitrust

                  By entering into a contract, the contractor conveys, sells, assigns, and
                  transfers to the City of Suffolk all rights, title and interest in and to all causes
                  of action it may now have or hereafter acquire under the antitrust laws of the
                  United States and the Commonwealth of Virginia, relating to the particular
                  goods or services purchased or acquired by the City of Suffolk under said
                  contract.

        5.11      Drug-Free Workplace

                  During the performance of this contract, the contractor agrees to (1) provide a
                  drug-free workplace for the contractor's employees; (2) post in conspicuous
                  place, available to employees and applicants for employment, a statement
                  notifying employees that the unlawful manufacture, sale, distribution,
                  dispensation, possession, or use of a controlled substance or marijuana is
                  prohibited in the contractor's workplace and specifying the actions that will be
                  taken against employees for violations of such prohibition; (3) state in all
                  solicitation or advertisement for employees placed by or on behalf of the
                  contractor that the contractor maintains a drug-free workplace; and (4)
                  include the provisions of the foregoing clauses in every subcontract or
                  purchase order of over $10,000, so that the provisions will be binding upon
                  each subcontractor or vendor.

                  For the purposes of this section, "drug-free workplace" means a site for the
                  performance of work done in connection with a specific contract awarded to a
                  contractor, the employees of whom are prohibited from engaging in the
                  unlawful manufacture, sale, distribution, dispensation, possession or use of
                  any controlled substance or marijuana during the performance of the
                  contract.

        5.12      Exemption From Taxes

                  The City is exempt from State Sales Tax and Federal Excise Tax. Tax
                  Exemption Certificate indicating the City’s tax exempt status will be furnished
                  by the City of Suffolk.

        5.13      Faith-Based Organizations

                  The City of Suffolk does not discriminate against faith-based organizations.


IFB #2009-00250                  Fitness Equipment – East Suffolk Complex             Page 28   of 35
        5.14      Substitutions

                  NO substitutions or cancellation are permitted after award without written
                  approval by the Purchasing Agent.

        5.15      Method of Payment

                  Contractor shall submit invoices in duplicate for each job performed, such
                  statement to include detailed breakdown of all charges, and shall be based
                  on completion of tasks or deliverables.

                  Invoices shall be submitted to the using department(s).

                  Upon acceptance of work, the City will render payment within forty-five (45)
                  days of receipt of invoice.

                  Individual contractors shall provide their social security numbers, and
                  proprietorships, partnerships, and corporations shall provide their federal
                  employer identification number on the pricing form.

        5.16      Assignment of Contract

                  This contract may not be assigned in whole or in part without the written
                  consent of the Purchasing Agent.

        5.17      Termination

                  Subject to the provisions below, the contract may be terminated by the City
                  upon thirty (30) days advance written notice to the other party; but if any work
                  or service thereunder is in progress, but not completed as of the date of
                  termination, then the contract may be extended upon written approval of the
                  City until said work or services are completed and accepted.

                  a.     Termination for Convenience

                         In the event that this contract is terminated or canceled upon request
                         and for the convenience of the City, without the required thirty (30)
                         days advance written notice, then the City shall negotiate reasonable
                         termination costs, if applicable.

                  b.     Termination for Cause

                         Termination by the City for cause, default or negligence on the part of
                         the contractor shall be excluded from the foregoing provision;
                         termination costs, if any, shall not apply. The thirty (30) days advance
                         notice requirement is waived in the event of Termination for Cause

                  c.     Termination Due to Non-Appropriation of Funds in Succeeding Fiscal
                         Years

                         When funds are not appropriated or otherwise made available to
                         support continuation of performance in a subsequent fiscal year, the
                         contract shall be canceled, and the contractor shall be reimbursed for


IFB #2009-00250                   Fitness Equipment – East Suffolk Complex        Page 29   of 35
                         the reasonable value of any non-recurring costs incurred but not
                         amortized in the price of the supplies or services delivered under the
                         contract.

        5.18      Severability

                  If any part, term, or provision of any resulting contract shall be found by the
                  Court to be legally invalid or unenforceable, then such provision or portion
                  thereof, shall be performed in accordance with applicable laws. The invalidity
                  or unenforceability of any provision or portion of any contract document shall
                  not affect the validity of any other provision or portion of the contract
                  document.

        5.19      Negotiation with the Lowest Responsive Bidder

                  Unless all bids are cancelled or rejected, the City reserves the right granted
                  by 2.2-4318 of the Code of Virginia to negotiate with the lowest responsive,
                  responsible bidder to obtain a contract price with the funds available
                  whenever such low bid exceeds the available funds.

        5.20      Applicable Laws

                  This contract shall be governed in all respects by the laws of the
                  Commonwealth of Virginia.      Any judicial action shall be filed in the
                  Commonwealth of Virginia, City of Suffolk.




IFB #2009-00250                  Fitness Equipment – East Suffolk Complex         Page 30   of 35
                                  BID FORM
TO:     City of Suffolk, VA                                          BID:  Fitness Equipment -
        Purchasing Division                                                East Suffolk Complex
        441 Market Street                                            DUE: September 17, 2008
        Suffolk, VA 23434                                            TIME: 3:00 p.m., Local


Quote firm price, exclusive of all taxes, to furnish, deliver, and set up the fitness equipment
listed below F.O.B. East Suffolk Complex, 134 South Sixth Street, Suffolk Virginia, to include
three-year preventative maintenance plan, three-year extended warranty, and training in
accordance with all specifications, terms, and conditions herein.

The bid will be awarded on the cost of all equipment plus preventative maintenance program
(3 years) plus the extended warranty (3 years) as outlined below:

                                                                            Unit Price       Amount

A.      CARDIO EQUIPMENT

        1)        6 EA   Treadmill with TV & LCD
                         MFG/Product______________________                  $________      $________

        2)        6 EA   Cross Trainer with TV and LCD
                         MFG/Product______________________                  $________      $________

        3)        2 EA   Upright Bike with TV and LCD
                         MFG/Product______________________                  $________      $________

        4)        2 EA   Recumbent Bike with TV and LCD
                         MFG/Product______________________                  $________      $________

        5)        1 EA   Upper Body Ergometer (handicapped unit)
                         MFG/Product______________________ $________                       $________


                         GRAND TOTAL (Cardio Equipment)                     $________________



B.      STRENGTH EQUIPMENT

        1)        1 EA   Chest Press
                         MFG/Product______________________                  $________      $________

        2)        1 EA   Shoulder Press
                         MFG/Product______________________                  $________      $________


IFB #2009-00250               Fitness Equipment – East Suffolk Complex                   Page 31   of 35
                                                                         Unit Price       Amount

        3)        1 EA   Seated Leg Press
                         MFG/Product______________________               $________      $________


        4)        1 EA   Seated Leg Curl w/Adjustable Start
                         MFG/Product______________________               $________      $________

        5)        1 EA   Leg Extension w/Adjustable Start
                         MFG/Product______________________               $________      $________

        6)        1 EA   Fixed Pulldown
                         MFG/Product______________________               $________      $________

        7)        1 EA   Seated Row
                         MFG/Product______________________               $________      $________

        8)        1 EA   Abdominal Crunch
                         MFG/Product______________________               $________      $________

        9)        1 EA   Pectoral Fly/Rear Deltoid
                         MFG/Product______________________               $________      $________

        10)       1 EA   Biceps Curl
                         MFG/Product______________________               $________      $________

        11)       1 EA   Triceps Extension
                         MFG/Product______________________               $________      $________

        12)       1 EA   Back Extension
                         MFG/Product______________________               $________      $________

        13)       1 EA   Assist Chin Dip
                         MFG/Product______________________               $________      $________

        14)       1 EA   Inner/Outer Thigh
                         MFG/Product______________________               $________      $________

        15)       1 EA   Adjustable Cable Crossover
                         MFG/Product______________________               $________      $________

        16)       1 EA   Plate Loaded Smith Machine
                         MFG/Product______________________               $________      $________

        17)       3 EA   Adjustable Bench
                         MFG/Product______________________               $________      $________

        18)       1 EA   Iso-Lateral Bench Press (Vertical)
                         MFG/Product______________________               $________      $________


IFB #2009-00250               Fitness Equipment – East Suffolk Complex                Page 32   of 35
                                                                            Unit Price       Amount
        19)       1 EA   Iso-Lateral Shoulder Press
                         MFG/Product______________________                 $________       $________

        20)       1 EA   Iso-Lateral Front Lat Pulldown
                         MFG/Product______________________                 $________       $________

        21)       1 EA   Iso-Lateral Rowing
                         MFG/Product______________________                 $________       $________

        22)       1 EA   Arm Curl
                         MFG/Product______________________                 $________       $________

        23)       1 EA   Back Extension
                         MFG/Product______________________                 $________       $________

        24)       1 EA   Abdominal Decline Bench
                         MFG/Product______________________                 $________       $________

        25)       1 EA   Olympic Plates – 1800 pounds
                         MFG/Product______________________                 $________       $________

        26)       1 Set Dumbells - 50-100 pounds
                        MFG/Product______________________                  $________       $________


                            GRAND TOTAL (Strength Equipment) $________________


C.      ANNUAL PREVENTATIVE MAINTENANCE

                  10 EA Cost per visit                                     $________       $________


D.      EXTENDED WARRANTY

                  3 YR   Cost per year                                     $________        $________


D.      TRAINING SESSION

                  1 Lump Sum Training session (1-2 days)                                    $________


GRAND TOTAL:             Purchase of Cardio Equipment (total)                     $____________
                         Purchase of Strength Equipment (total)                   $____________
                         Preventative Maintenance (3-year total)                  $____________
                         Extended Warranty (3-year total)                         $____________
                         Training Session(s) (lump sum)                           $____________

                                GRAND TOTAL:                          $__________________

IFB #2009-00250                Fitness Equipment – East Suffolk Complex                  Page 33   of 35
BEST GUARANTEED DELIVERY:              _______________(Delivery may be a factor in the
                                                       award.)

Manufacturer's Warranties:

        Cardio Equipment:    _________________________________________________
                             _________________________________________________
                             _________________________________________________
                             _________________________________________________

        Strength Equipment: _________________________________________________
                            _________________________________________________
                            _________________________________________________
                            _________________________________________________



Contractor has been in the fitness industry for __________years. (May be a factor in
award)


The City reserves the right to add or delete units of equipment, preventative
maintenance plan, and/or extended warranty should total cost exceed that budgeted
for this project.


REFERENCES:

Indicate below a listing of at least three (3) recent references for whom you have provided
fitness equipment and similar services. Include the name, address, and phone number of
the person we have your permission to contact.

      Client/Address                   Date              Contact Person            Phone No.

1)____________________                ______             ______________            ________
  ____________________
  ____________________

2)____________________                ______             ______________            ________
  ____________________
  ____________________

3)____________________                ______             ______________            ________
  ____________________
  ____________________




Bidder has included attached Anticollusion Clause                      YES / NO
                                                                        (Circle one)

IFB #2009-00250             Fitness Equipment – East Suffolk Complex                   Page 34   of 35
Payment: Terms/Discounts__________________(Suffolk's normal payment schedule:
items accepted and invoiced by the 10th of the month will be paid at month end. Cash
discounts offered for less than 30 days from the receipt of a proper invoice will not be
considered in the award.)


Company Name ____________________________________________________________

Address __________________________________________________________________

_________________________________________________________________________

Person Quoting _____________________________ Title___________________________

Telephone ___________________________ Fax No.______________________________


I certify by my signature below that I have received the documents associated with this
bid/proposal and understand that the review for completeness of these bid documents and
the understanding and comprehension of the bid specifications is solely my responsibility;
based on this, by my signature below I waive all rights to future claims against the City of
Suffolk that the documents were incomplete or not understandable.

I certify that this bid is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a bid for the same equipment/materials/ service and
is in all respects fair and without collusion or fraud. I understand that collusive bidding is a
violation of State and Federal law and can result in fines, prison sentences and civil damage
awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign
this bid for the bidder.
I certify that the bidder represented herein is eligible to bid with respect to all applicable
sections of State and Local Government Conflict of Interests Act, Code of Virginia, Section
2.1-639.1 et. seq.



Signature__________________________________________ Date__________________




IFB #2009-00250              Fitness Equipment – East Suffolk Complex           Page 35   of 35

								
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