MENT MAINTENANCE REPAIR PARTS & SUPPLIES



Attached to this letter is published an effective purchasing contract for products and/or services to be supplied to
Maricopa County activities as awarded by Maricopa County on June 08, 2005.

All purchases of products and/or services listed on the attached pages of this letter are to be obtained from the vendor
holding the contract. Individuals are responsible to the vendor for purchases made outside of contracts. The contract
period is indicated above.








Wes Baysinger, Director
Materials Management

MB/bg
Attach




Copy to:
Materials Management
Amie
Bristol,
MCSO
Procurement









(Please remove Serial 00022-X from your contract notebooks)



SERIAL 05011-C

SPECIFICATIONS ON INVITATION FOR BID FOR:
KITCHEN EQUIPMENT MAINTENANCE
REPAIR PARTS & SUPPLIES

1.0

INTENT:

The intent of this Solicitation is to establish a
requirements contract for kitchen equipment repair parts, supplies
and labor.
The respondents shall include any type of pricing schedule for repair parts and supplies.
Catalogs with a percentage off are preferable, but any document that provides a method of determining a
discount from list pricing will be acceptable. Repair parts and supplies can be defined as anything that can
be used to repair kitchen equipment from nuts and bolts to heating elements and compressors. It is
expected that this contract will have multiple vendors. Maricopa County reserves the right to add
suppliers/vendors to this agreement over its term. Any supplier/vendor subsequently added shall comply
fully with the terms and conditions of this agreement. Amendments, supplements and/or revisions will be
effective upon receipt and approval of notice to the Department of Materials Management.

2.0

TECHNICAL SPECIFICATIONS:

2.1

Vendors shall provide repair/maintenance services and also provide repair parts and supplies.

2.2

Vendors shall provide product line information for a wide variety of parts, supplies and
equipment.

2.3

Repair and Maintenance:

2.3.1

REGULAR SERVICE for repairs shall be made available to the County between 7:00 AM
to 5:00 PM, Monday through Friday, excluding County holidays. All work performed after
5:00 PM and before 7:00 AM the next morning shall be considered EMERGENCY AFTER
HOURS. Saturday, Sunday and holidays shall be considered WEEKEND & HOLIDAY
hours. Trip charges, if any, shall be stated on Attachment A, pricing page. Service shall be
made available to the County 365 days per year, 24 hours per day. N
O OVERTIME
charges
are allowed, only pricing as bid.

2.3.2

Response time for all regular service work shall be within four (4) hours on-site after
Contractor receives request from the MCSO-Jail Kitchen. Regular hour emergency work
shall be within (2) hours on-site after Contractor receives request. After hours and weekend
and holiday regular service requests shall have a four (4) hour on-site response time.
Emergency after hours and weekend and holiday request shall have a two (2) hour on-site
response time. The scheduling of the response time and rate is to be determined by the
requesting agency and the contractor at the time of the request.

2.4

Facility Locations included (but not limited to) as listed below:

2.4.1

Food Factory
3150 W. Lower Buckeye Road, Suite A
Phoenix, AZ 85009

2.4.2

Durango Jail
3225 W. Gibson Lane
Phoenix, AZ 85009

2.4.3

Towers Jail
3127 W. Gibson Lane
Phoenix, AZ 85009

2.4.4

Estella Jail
2939 W. Durango
Phoenix, AZ 85009 SERIAL 05011-C


2.4.5

Madison Street Jail
225 W. Madison Street
Phoenix, AZ 85003

2.4.6

Durango Juvenile Court Center (Juvenile West)
3125 W. Durango
Phoenix, AZ 85009

2.4.7

S. E. Mesa (Juvenile East/Mesa Juvenile Court Center)
1840 S. Lewis Street
Mesa, AZ 85210

2.4.8

Avondale Jail
920 E. Van Buren
Avondale, AZ 85323

2.4.9

Lower Buckeye Jail (LBJ)
3250 W. Lower Buckeye Road
Phoenix, AZ 85009

2.4.10

4
th
Avenue Jail
201 S. 4
th
Avenue
Phoenix, AZ 85003

2.5

DELIVERY:

Delivery is required F.O.B. DESTINATION, freight pre-paid within fifteen (15) days of receipt
of Purchase Order, to any delivery location within Maricopa County as specified by the County.
Contractor shall indicate on Pricing Documentation (Attachment A) any additional freight or
handling charges that would be associated with special shipping and/or handling delivery.

If the Using Agency determines that rush shipping or other alternate shipping is required, it shall
notify the Contractor. The Contractor shall determine any additional costs associated with such
delivery terms and communicate that cost to the Using Agency via fax or other reasonable means.

The Using Agency shall not advise the Contractor to proceed with shipment until acceptable terms
are negotiated and a purchase order is issued. Upon determining that the additional costs are
reasonable and proper, the Using Agency shall advise the Contractor to proceed.

Upon receipt of material and invoicing, the Using Agency shall ensure that any additional charges
are in compliance with and do not exceed those costs stated in the Contract. The Using Agency
shall retain all documents related to these costs within the agency purchase order file, for audit
purposes.

2.6

SHIPPING DOCUMENTS:

A packing list or other suitable shipping document shall accompany each shipment and shall
include the following:

(1)

Name and address of the Contractor;

(2)

Name and address of the County Agency;

(3)

County purchase order number;

(4)

A description of material shipped, including item number, quantity, number of containers
and package number, if applicable. SERIAL 05011-C


2.7

INVOICING REQUIREMENTS:

A proper invoice billed to the appropriate County agency per the purchase order instructions,
whether picked up or delivered, shall accompany all item(s) purchased by the County.

All invoices shall indicate the following:

(1)

Contract number;
(2)

County purchase order number;
(3)

Quantity;
(4)

Description of material, including item number, and any backorders;
(5)

Pricing per unit.

2.8

STOCK:

The Contractor shall be expected to stock locally (Phoenix Metropolitan area) sufficient quantities
as may be necessary to meet the Countys needs.

2.9

WARRANTY:
The minimum warranty period shall be ninety (90) days for both parts and labor. Warranty repair
and/or replacement will be performed at
NO ADDITIONAL CHARGE
to Maricopa County. All
warranty periods shall begin upon acceptance by the Using Agency.

2.10

ADDITIONAL PRICING:

Contractors are strongly encouraged to offer additional pricing for related
items/products/components, which are not specifically addressed as line items in the Invitation For
Bids. Pricing offered should be noted on the pricing pages of the Contractor response in the
format requested. Two sets of catalogs/pricing documents shall accompany any additional pricing
offered.

3.0

SPECIAL TERMS & CONDITIONS:

3.1

CONTRACT LENGTH:

This Invitation for Bids is for awarding a firm, fixed price purchasing contract to cover a six (6)
year period.

3.2

ESCALATION:

A
NY REQUEST FOR REASONABLE PRICE ADJUSTMENTS
must be
SUBMITTED THIRTY
(30)
DAYS
PRIOR
to the Anniversary date. Justification for the requested adjustment in cost of labor and/or
materials must be supported by appropriate documentation and must be within the Producer Price
Index for the commodity. I
NCREASES ARE SUBJECT TO APPROVAL
in writing by the Materials
Management Department prior to any adjusted invoicing submitted for payment.

3.3

EVALUATION CRITERIA:

The evaluation of this Bid will be based on, but not limited to, the following:

3.3.1

Compliance with specifications

3.3.2

Price SERIAL 05011-C


3.3.3

Determination of responsibility

The County reserves the right to award in whole or in part, by item or group of items, by section
or geographic area, or make multiple awards, where such action serves the Countys best interest.

3.4

UNCONDITIONAL TERMINATION FOR CONVENIENCE:

Maricopa County may terminate the resultant Contract for convenience by providing sixty (60)
calendar days advance notice to the Contractor.

3.5

TAX:

No tax shall be levied against labor. Bid pricing to include all labor, overhead tools and
equipment used, profit, and any taxes that may be levied. It is the responsibility of the Contractor
to determine any and all taxes and include the same in bid price.

3.6

ORDERING AUTHORITY:

Contractors should understand that any request for purchase of materials or services shall be
accompanied by a valid purchase order, issued by Materials Management, or by a CAPA
(Certified Agency Procurement Aid

3.7

INDEMNIFICATION AND INSURANCE:

3.7.1

INDEMNIFICATION.

To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold
harmless the County, its agents, representatives, officers, directors, officials, and
employees from and against all claims, damages, losses and expenses, including but not
limited to attorney fees and costs, relating to this Contract.

The amount and type of insurance coverage requireme