COMMISSION FINANCE COMMITTEE AGENDA COMMISSION CONFERENCE ROOM 4243 REMEMBRANCE RD. NW. MONDAY, OCTOBER 17, :30 PM

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1 COMMISSION FINANCE COMMITTEE AGENDA COMMISSION CONFERENCE ROOM REMEMBRANCE RD. NW. MONDAY, OCTOBER 7, 0 :0 PM Discussion Items. Public Bid Results and Recommendation: WIFC Fitness Equipment Stage. Refurbishing 99 Spartan Cab over Fire Truck Adjournment Page of 8

2 CITY OF WALKER DEPARTMENT OF THE CITY MANAGER MEMORANDUM TO: FROM: Finance Committee; City Manager; City Clerk Frank Wash DATE: October 0 th, 0 RE: 0-7- Finance Committee: Public Bid Results and Recommendation: WIFC Fitness Equipment Stage Hello: On 8-8- the finance committee reviewed a proposal from staff aimed at strategically upgrading the aging fitness equipment at WIFC. The finance committee directed staff to create a public bidding document, given the estimated cost to purchase eighteen (8) pieces of Stage fitness floor equipment. On 8-9- the finance committee approved the final draft of the public bidding document for the Stage equipment. On 9-- a public bid opening was held in the office of the city clerk. Five () bid responses were received. The bid tab sheet is attached. The bids were announced with the caveat that the responses were not apples to apples proposals. Walker staff has worked through the five bid responses. A spreadsheet is attached that normalizes the proposals according to quantifiable details as noted in the original public bidding document. References are also attached. Based on those results, we recommend that the winning bid be awarded to low bidder Free Motion Fitness. The total cost will be $7,99. The WIFC FY -7 budget was approved with this purchase in mind. The specific line item is Please contact me with questions. Frank Wash, AICP, PCP Walker Assistant City Manager & Community Development Director Page of 8

3 Public Bidding Document Request for Bids Fitness Equipment Walker Ice & Fitness Center Project Summary: The City of Walker is seeking bid proposals from qualified firms to purchase multiple units of fitness floor equipment. All equipment must be commercial grade and in new, unused condition. Equipment must be delivered and installed. Prices per individual unit and prices per multiple units must be provided. Details of standard and extended warranties must be supplied. Three () professional customer references must accompany bid proposals. Required items to include with bid proposals. Two () written copies and PDF versions of all bid proposal documents that must include the following information: o A signed and dated copy of this form. o Company contact information including address, phone numbers and addresses.. Per unit and multiple unit purchase prices ( units or more) for the following types of new, unused fitness equipment: Incline Trainer: Must be commercial grade with ifit Live (built-in wireless); workouts powered by Google maps that can adjust to speed; incline & decline automatically. Be able to manage your own profile online & browse the web. Must incline 0% (00 lbs. of lift force) and % decline in one step with a weight capacity of 00 lbs. or more. Should have workout fans, heart rate monitor, water bottle holder, speed control (0- mph in -step) and possible upgrade to HDTV. Treadmill: Must be commercial grade. Capable of tracking user progress with speed, incline, time, distance, pulse (heart rate monitor) and calories burned. Should customize user workout with one touch. Weight capacity 00 lbs. or more. Speed control 0- mph for workout, warm up and cool down. 0% incline with built-in preset workouts. Water bottle holder and possible upgrade to HDTV. Elliptical: Must be commercial grade. Stride length of 0. No less than 0 resistance levels. Weight capacity of 00 lbs. or more. Built-in handlebars and moveable workout arms, both with heart rate sensors. Water bottle holder & possible upgrade to HDTV.. Detailed product information, including preventative maintenance schedules from the manufacturer, for each model / type of quoted fitness equipment.. Standard warranty period and coverage specifics for frame, motor, parts, belts, labor and console. Include service response time.. Extended warranty costs, period and coverage specifics for frame, motor, parts, belts, labor and console. Include service response time.. Three () professional customer references, preferably from western Michigan area. 7. A schedule for equipment delivery and installation. Preferred installation will be by December th, 0. Deadline to submit bid proposals: September nd, 0 at 9: AM Public bid opening: September nd, 0 at 0:00 AM Deliver bid proposals to: City of Walker Clerks Department Attn: Walker Ice & Fitness Center Equipment Bids Remembrance Rd. N.W. Walker, Michigan 9 The selected firm will comply with all federal, state and city safety requirements and guidelines. The City of Walker reserves the right to reject any and/or all bid proposals. This bid process will be administered according to the City of Walker Purchasing Policy, which, given the estimated costs associated with this project, will undergo the following steps: Finance Committee approval of bid document specifications. Issuance of formal public bidding documents and a public bid opening. - Walker City Commission approval of selected bidder prior to purchase. - Issuance of a purchase order. Please call or Walker Assistant City Manager Frank Wash with questions. Phone at fwash@ci.walker.mi.us. Contractor Signature and Date: My signature confirms that this bid proposal is responsive to the content of this public bidding document.t With advanced notice to the City Clerk of seven calendar days, the City of Walker will provide interpreter services at public meetings, including language translation and signage for the hearing impaired. Con previo aviso a la Secretaria Municipal de siete días naturals, la ciudad de Walker proporcionará servicios de interpretación en las reunions públicas, and incluyendo traducción de idiomas y la señalización para personas condiscapacidad auditiva Page of 8

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5 DRAFT 0-0- Company Original Bid Specs Cost / Quote Unit(s) Normalized Equipment Cost** Regular Warranty Extended Warranty / Piece Extended Warranty Cost - Min. Period Shipping & Installation Costs Total Bid Cost FreeMotion Treadmill year - $00.00; year - $.00 Quantity: $,0.00 $7,800 $00 x = $000 Freight - $00 Direct Solutions* FreeMotion Incline Trainer 7 year frame/motor, year parts, year - $9.00; year - $0.00 Quantity: $,.0 $,00 year belt/labor $9 x 8 = $ Install - $,00 FreeMotion Elliptical Quantity: $,0.00 $,00 year - $00.00; year - $.00 $00 x = $000 Subtotal = $8,00 $, $,00 $77,0 Specialty Fitness Equipment True Treadmill No Extended Warranty Quantity: $,00.00 $,00 NA Freight - $99 True Alpine Trainer Quantity: / year frame, year parts/labor No Extended Warranty $,00.00 $,000 NA Install - $00 True Elliptical No Extended Warranty Quantity: $,0.00 $,0 NA Subtotal = $79,70,9 $8,9 Page of 8 Fitness Things Free Motion Fitness Pro Maxima Cybex 790T Treadmill No Extended Warranty Quantity: or More $,7.00 $,87 NA NA Cybex T Treadmill 0 year frame, year parts/labor No Extended Warranty Quantity: or More $,78.00 $,80 NA NA Sports Art Elliptical Quantity: No Extended Warranty or More $,0.00 $,70 NA NA Subtotal = $0,90 $0,90 FreeMotion Treadmill Quantity: $,0.00 $,70 FreeMotion Incline Trainer with Fit Live Quantity: 8 $,79.00 $8,0 FreeMontion Elliptical Quantity: $, $,000 7 year frame/motor, year parts, year belt/labor years (Add to Regular Warranty) - no charge $0 Freight - $,9 years (Add) - no charge $0 Install - $,90 years (Add) - no charge $0 Subtotal = $9,0 $0 $7,88 7,99 Vertex Treadmill Quantity: No Extended Warranty $, $9,89 NA NA FreeMotion Incline Trainer 7 year frame/motor, year parts, No Extended Warranty Quantity: $8,00.00 $8,000 year labor NA NA Vertex Elliptical No Extended Warranty Quantity: $,00.00 $,00 NA NA Subtotal = $0,9 $0,9 *Direct Solutions is not an authorized provider of FreeMotion equipment in Michigan. Contract expired --0 per FreeMotion Fitness. **Normalized Equipment Cost is adjusted to five () treadmills, eight (8) incline trainers and five () ellipticals. FreeMotion equipment has been tested and approved by WIFC staff and members.

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14 WIFC Membership Analysis: Impact of Senior Fitness Programs Page of 8 Walker Finance Committee 0-7-0

15 Modified Question # the core policy question: Page of 8 Is WIFC a for profit operation, a non-profit or a quality of life collection of public services? Or all of the above? The answer(s) significantly impact(s) going forward decisions. Focus for today: - Senior fitness programs. - Fitness memberships.

16 Presentation Process / Format Page of 8 Data Chart Chart Data Chart Chart

17 Who Uses WIFC Fitness? Actual Frequency By Category Per Day September 0 Sample Page 7 of 8 Count of Check in Date Column Labels Row Labels 9//0 9//0 9//0 9//0 9//0 9/7/0 9/8/0 9/9/0 9/0/0 9//0 9//0 9//0 9//0 9//0 9//0 9/7/0 9/8/0 9/9/0 9/0/0 9//0 9//0 9//0 9//0 9//0 9//0 9/7/0 Grand Total Additional Family Member Additional Senior Member City Employee City Employee - Family Member Corporate Corporate Family Member Couple Senior Employee Family Member Family of four 8 Family of three Family of two Prospects 8 Senior Silver Sneakers Single Member Speedy Membership Youth/College Grand Total See Print Out - x7

18 WIFC Check-In Daily Counts (Actual) By Category Sept Page 8 of //0 9//0 9//0 9//0 9//0 9/7/0 9/8/0 9/9/0 9/0/0 9//0 9//0 9//0 9//0 9//0 9//0 9/7/0 9/8/0 9/9/0 9/0/0 9//0 9//0 9//0 9//0

19 //0 9//0 9//0 9//0 9//0 9/7/0 9/8/0 9/9/0 9/0/0 9//0 9//0 9//0 9//0 9//0 9//0 9/7/0 9/8/0 9/9/0 9/0/0 9//0 9//0 9//0 9//0 Check-Ins (Actual) By Category Per Day WIFC Sept. 0 Page 9 of 8

20 Page 0 of 8 0 Monthly WIFC Memberships WIFC Memberships Actual Count Actual Count Average Revenue Type Total Number Percentage (%) Rate WIFC Income / Month Student 7 $ / month $, Single 0 9 $9 / month $7,0 Family 0 $9+$9 / $99 cap $8,9 Corporate & Family $9+$9 / $99 cap $8,889 City Employee $ per visit $,00 City Family $9 / month $,0 Seniors / Spouses (+) 0 0 $9 single/$ couple $0, Silver Sneakers (+) $ per visit $,00 00 $0,70 Remember seasonal variations

21 Page of 8 Actual Data

22 WIFC Members 0 Pie 9/7/0 Student % Silver Sneakers (+) % Single 9% Family % Page of 8 Seniors / Spouses (+) 0% Corporate & Family % City Family % City Employee % Student Single Faimly Corporate & Family City Employee City Family Seniors / Spouses (+) Silver Sneakers (+)

23 Page of 8 Avg. revenue per month per WIFC member category

24 Senior Fitness Programs Facts, Risks & Benefits Page of 8 Silver Sneakers + Initiated in 00 currently enrolled $ per visit up to 0 visits per month % of daily check-ins (9/) $,00 average per month revenue Terri K. administrative work Useful reporting data Tend to use facility during slow periods and summer months Silver & Fit + Recommended to start at WIFC $ per visit up to visits per month 7 of our current paying seniors are + - this is the group that could potentially go to the Silver n Fit per visit rate Potential loss of approx. $,000/ month However, these 7 might go to another facility that offers Silver & Fit

25 Various issues to consider Page of 8 Seniors + are a significant part of the WIFC Fitness membership total. Question # quality of life benefits for seniors. Insurance companies determine the senior program details Will need more handicap spaces at WIFC. Open enrollment starts in November. AARP is starting their own program. Planet Fitness coming on former Shawmut site marketing and member challenge. Keep WIFC SilverPlus program idea on back-burner in case various programs become unsustainable.

26 Request for Proposal Date: Project: Mail to: November 0, 0 0:00 City Clerk s Office - Bid Opening Refurbishing 99 Spartan Cab Over Fire Truck City of Walker Clerk s Department Remembrance Rd. N.W. Walker, Michigan 9 Bid documents submitted: Require two () copies Criteria to include: - Copy of Liability Insurance for $,000, Work will be completed by April 8, 07 Intent It is the intent to describe scope of work requirements to be completed on the refurbishing of apparatus to increase life of service and to be in compliance with NFPA standards. Scope of work is not intended to be an exhaustive list of requirements, RFP is intended for Contractor to provide the City of Walker with a written proposal to refurbish apparatus. Contractor is encouraged to perform an onsite inspection of apparatus. Scope of Work: Remove cab and body from chassis for inspection and repairs. Inspect and repair frame rail and components including un-coating. Replace water pump valves and inspect control linkage. Upgrade to LED lighting to NFPA standards. Paint cab (Walker Fire Dept. will supply paint code) and body to existing colors and repaint (undercoat) frame. Replace jump seats to NFPA standard. (Seat type must be approved by Walker Fire Dept.) Provide secure helmet device in cab. Replace fuel tanks. Replace generator wiring harness. Replace all air lines and hydraulics. Inspect/replace front trash supply liner. *Optional cost to upgrade lights to NFPA standards. *City would like to inspect the project at the time the cab and box are removed from the chassis and at final inspection. *Contractor must be a manufacturer certified installer and meet qualification for manufacturer s warranty. *Contractor will comply with all federal, state and city safety requirements and guidelines and, where necessary, to implement additional policies to ensure safety. *An appointment for project inspection is required. Please call the Department of Public Works at to schedule. Page of 8

27 Request for information: Direct all project related correspondence to: Mark Koning at or -79-8, Robert Walker at Bidder Response: Company Name: Estimator Name and Phone Number: address for bid correspondence: We will bid this project: Yes No If no, please briefly explain: With advanced notice to the city clerk of seven calendar days, the City of Walker will provide interpreter services at public meetings, including language translation and signage for the hearing impaired. Con previo aviso a la Secretaria Municipal de siete días naturals, la ciudad de Walker proporcionará servicios de interpretación en las reunions públicas, and incluyendo traducción de idiomas y la señalización para personas condiscapacidad auditiva. Page 7 of 8

28 CITY OF WALKER DEPARTMENT OF PUBLIC WORKS Walker Fire Engine $ PROPOSAL DUE: Thursday, November 0, 0 at 0:00 A.M. (Proof of Liability insurance will be required when acceptance of proposal.) *RETURN PROPOSALS ( COPIES) TO: CITY OF WALKER Sarah Bydalek, City Clerk Remembrance Rd. N.W. Walker, MI 9 THE CITY OF WALKER RESERVES THE RIGHT TO REJECT ANY AND/OR ALL PROPOSALS. Any alternates must be approved before submitting request for proposal and be on a separate bid sheet. *All proposals must be submitted on this form. Require two () copies Envelopes must be plainly marked, Walker Fire Engine If you have any questions, contact: Mark Koning Department of Public Works CITY OF WALKER Remembrance Rd. N.W. Walker, MI 9 Phone: () 79-8 COMPANY: CONTACT: ADDRESS: PHONE: FAX: AUTHORIZED SIGNATURE: WORK TO BE COMPLETED BY: April 9, 07 With advanced notice to the City Clerk of seven calendar days, the City of Walker will provide interpreter services at public meetings, including language translation and signage for the hearing impaired. Con previo aviso a la Secretaria Municipal de siete días naturals, la ciudad de Walker proporcionará servicios de interpretación en las reunions públicas, and incluyendo traducción de idiomas y la señalización para personas condiscapacidad auditiva. Page 8 of 8