1-Specifications 25-0145-3.pdf

SPECIFICATIONS FOR: BID NO. 25-0145-3

ANNUAL CONTRACT TO PROVIDE UNSKILLED CONTRACT LABOR

STAFFING FOR PUBLIC WORKS AND PARKS AND RECREATION

SECTION I - GENERAL SPECIFICATIONS:

The purpose of this solicitation is to establish specifications and solicit bids for assisting the

Public Works and Parks and Recreation Departments with their long-term temporary contract labor needs. The County reserves the right to award multiple contracts from this single solicitation. To make sure the number of laborers required by the scope of work is met, multiple contracts may be awarded based on the different departments, or sections within a department.

The Public Works Department requires two distinct and separate sets of contract laborers. The

Parks and Recreation Department requires one set of contract labor.

Currently, the Public Works Department has 19 contract laborers utilized by Solid Waste. The

Public Works Department utilizes an additional 15 contract laborers assigned to Storm Water.

Currently, Storm Water is only requiring 10 contract laborers daily. The Parks and Recreation

Department has a daily requirement for 11 contract laborers.

The County wishes to obtain and maintain a given employee quality level. Therefore, we have established minimum hourly rates to be paid to temporary personnel. The bid will consist of these minimum rates plus contractor mark-up. The County reserves the right to request proof of compliance with required minimum hourly rates. Direct any questions related to this ITB to

Felix Espada Jr., and submit all questions through the County’s procurement portal

(https://chathamcountyga.bonfirehub.com/portal) Messages-Vendor Discussions. Bidders are not to contact any department directly.

For classification purposes, the relevant “Scopes” Class Codes are:

• 9403 Refuse

• 5506 Street or Road Paying

• 0042 Landscaping-Cleaning Ditches

SECTION II – DUTIES: The following is a listing of the duties of the labor assigned to the three distinct and separate work areas:

A. SOLID WASTE:

1. Unskilled manual labor for the County’s curbside leaf, limb and bulky waste collection program in Unincorporated Chatham County. Note: The County does not collect putrescible household garbage as part of its routes.

https://chathamcountyga.bonfirehub.com/portal

2. Normal working hours are from 7:00 a.m. to 3:30 p.m. Overtime is r equired.

Some Saturday and some County Holiday work should be considered standard.

3. Contract labor utilized by Solid Waste are under the general supervision of a Route

Supervisor, and under close supervision of the compactor or boom truck driver. The labor performs a variety of manual, unskilled duties of routine difficulty. Work includes lifting citizen-filled containers, bags and materials into rear loading compactor vehicles for disposal or recycling. Said labor may also provide the labor for off-loading of materials collected at disposal or recycling sites.

4. Labor assigned may ride on the c with current industry standards while collecting within residential neighborhoods, provided the speed of the vehicle is less than 10 miles per hour, and the distance between stops is

0.2 miles or less. No contract labor will be on the riding steps at any time while a compactor is backing up, on major roadways or highways or when the speed of the compactor or the distances traveled between stops exceeds the aforementioned parameters.

5. Two contract laborers are assigned to each compactor with a County driver.

Additionally, one contract laborer is assigned as a crew member with a County driver on one of the two County boom trucks. The set out for each residence in unincorporated Chatham County is limited to grass clippings, leaf and limb, and household bulky items, such as household furniture and appliances.

6. Contract laborers should be able to utilize rakes, shovels, pitch forks, and push brooms. All assigned contract labor should be able to lift 50 pounds.

7. Contract labor assigned to Solid Waste are required to be available for the entire route day. Route completion requires working beyond the normal work hours of 7:00 a.m.

3:30 p.m. Overtime is an expectation of all contract labor assigned to Solid Waste.

The Contractor should, therefore, understand when submitting a bid that it is the expectation of Chatham County that any contract labor assigned to Solid Waste will be on an assigned route which can occasionally extend as late as 7:00 p.m. Ten to twelve hour days are considered routine.

B. S TORM WATER:

1. Unskilled manual labor performing a variety of roadside and drainage structure maintenance activities at, near or within rights-of-ways and drainage structures in Unincorporated Chatham County.

2. Normal work hours: 7:00 a.m. to 3:30 p.m. with overtime as required.

3. Contract laborers assigned to Storm Water are under the close supervision of a maintenance supervisor or crew leader. This labor will perform a variety of manual, unskilled duties of routine difficulties. Work may also include trimming shrubbery, cleaning grounds, cutting grass, removing litter, loading and unloading ditch spoils. Any laborer assigned to work as part of a construction crew may be tasked to perform routine storm water drainage and maintenance tasks, which may include assisting more experienced maintenance and construction workers.

C. PARKS AND RECREATION:

1. Unskilled labor assigned to Parks and Recreation are utilized to perform a variety of manual unskilled duties of routine difficulty in and around recreational facilities, playing fields, and active sports and passive recreational complexes in

Unincorporated Chatham County.

2. Normal work hours (8 hour shifts) can range from: 7:00 a.m. to 5:00 p.m. Monday through Sunday. Hours during special events may vary. There will not be any overnight or overtime work.

3. Contract laborers under the close supervision of a maintenance supervisor or crew leader may be engaged in trimming shrubbery, cleaning grounds, cutting grass, removing litter, loading and unloading trucks. Laborers may work as part of a construction crew performing routine building and ground maintenance and repairs.

4. Contract laborers in Parks and Recreation will assist established maintenance crews with cleaning, litter collection, clearing and maintaining ditches within parks and recreational facilities, lawns, sports fields, painting, loading and unloading trucks.

5. Contract laborers routinely use tools and equipment such as line trimmers, implements such as rakes, shovels, pitch forks, bush axes, loppers, and string trimmers and push mowers.

D. A DDITIONAL DUTIES OF ALL CONTRACT LABOR:

1. Contract laborers shall perform ground guide activities related to the two sections of

Public Works. Laborers assigned to Parks and Recreation may be asked to perform ground guided activities as it specifically relates to the workload of Parks and

Recreation. Ground guides serve as a deterrent against backing accidents, or in situations where the driver or equipment operator’s vision is obscured.

SECTION III – DETAILED SPECIFICATIONS:

A. TYPE OF ACCEPTABLE LABOR PLACED:

1. The Contractor shall provide contract laborer physically able to perform the work assigned to them.

B. DRUG FREE WORKPLACE:

1. Chatham County is a drug-free work place. It is anticipated that all contract labor provided will be drug-free. It is the Contractor’s responsibility to perform both drug screening and background checks for contract labor. It is also the responsibility of the

Contractor to at least once per year, perform random drug screens on, all long-term contract laborers. Long-term contract laborers are defined as those who have completed six (6) or more successive months of employment at Chatham County furnished by the Contractor. If any contract laborer appears to be under the influence, impaired and/or presents a safety risk to themselves and/or other employees, Chatham

County will request that contract laborer be removed. The laborer will not be allowed to be placed again with Chatham County, until such time as a copy of the test results have been provided by the Contractor indicating the laborer is substance free.

C. PERSONAL PROTECTIVE EQUIPMENT (PPE):

1. The following minimum must be in the possession of or on each contract laborer when they report to work each work day:

A. Steel-toed work boots with intact attached soles, properly laced and tied

(ANSI Class II) are MANDATORY.

B. Appropriate rain gear for those assigned to Solid Waste and Storm Water, (rain suit, heavy duty rain ponchos, rain jacket and pants)

C. Rain boots

2. The County will provide the following Personal Protective Equipment (PPE) to contract labor:

A. Gloves

B. Hearing Protection (ear plugs)

C. Safety Vest

D. Eye Protection (safety goggles)

E. Masks (as required due to viruses)

3. Each laborer shall be responsible for maintaining and bringing with them each work day the PPE that was issued to them. While the County considers most PPE items as normal wear and tear items, requiring routine replacement, daily or successive issue(s) of PPE (with the exception of face masks), the County does not expect contract laborer to daily request new PPE in cases where such PPE items have been forgotten, lost, abandoned or left unsecured in work vehicles.

4. If PPE is re-issued to a contract laborer once within six (6) weeks, due to forgetting, losing, or leaving it in a work vehicle, the Project Manager(s) or designee(s) will contact the on-site Contractor’s Representative, and they shall jointly determine if the contract laborer is a suitable placement and how the costs associated with continual replacement of PPE will be absorbed. In no case, shall a contract laborer be allowed to work or continue to work on any assignment if they are not in full compliance with the requirements for PPE. If the contract laborer is sent home due to lack of compliance with PPE requirements, the Contractor is under full contractual obligation to replace the non-compliant worker immediately.

5. The Contractor is required to visually examine each contract laborer to ensure that they are in possession of all required PPE before the laborer can be counted as part of the fulfillment requirement for manpower. Contract laborers who are lacking in any item of PPE, AT THE TIME OF CHECK-IN, will not work that day, nor any successive days when they do not have the full complement of PPE. The Contractor will then be under a contractual obligation to furnish a replacement contract laborer within two hours.

6. Contract laborers are expected to wear the PPE as each job assignment requires and/or to have it available to wear or use in case conditions or task assignments change.

D. USE OF THE CONTRACT LABOR FORCE:

1. All contract labor will routinely be employed eight (8) hours per day, five days per week. Work hours will be consistent with those of the employees of Public Works and Parks and Recreation.

2. Overtime is not a routine requirement for contract laborers assigned to the Storm

Water Section of Public Works nor those assigned to Parks and Recreation.

3. Public Works and Parks and Recreation will provide a reasonable amount of notice, as the situation allows when labor in Storm Water or Parks and Recreation is required to work overtime. In the event of an extended workday, Chatham County is not required to provide transportation to the contract laborer home.

4. As previously stated in this document, the requirement for overtime, (10–12-hour work days, weekends and some County Holidays) for contract laborers assigned to

Solid Waste should be expected on a weekly, if not a daily basis. Contractor is responsible for ensuring that labor assigned to Solid Waste is available for the entire route day. The Contractor shall be responsible for handling all scheduling conflicts for laborers assigned to Solid Waste. Contract laborers who cannot commit to regular routine overtime should not be placed in Solid Waste.

5. Scheduling conflicts with contract laborers are also the responsibility of the

Contractor.

6. It is the Contractor’s responsibility to have the full complement of contract labor at the designated location no later than 6:45 a.m. each workday.

7. Contract laborers who are habitually late, experience frequent absences due to various non-work-related circumstances, shall be replaced by the Contractor after three separate instances occurring within one calendar month. Such contract laborers may not be placed again with Chatham County for a period not to exceed three months.

8. Chatham County will pay ONLY for the actual hours each contract laborer works.

Chatham County may release all or a portion of the contracted labor force when conditions do not permit the crews to do productive work or at times when conditions are warranted.

E. OTHER CONTRACT LABOR ISSUES:

1. Chatham County bears no responsibility for the following:

a. Forward telephone calls or messages for the contact laborer

b. Collection/distribution of Contractor correspondence, payroll information, time cards, or checks

c. Reference checks for other employment or for obtaining loans or other private monetary transactions between a contract laborer and other entities

F. CONTRACT LABOR FORCE TIMEKEEPING REQUIREMENTS:

1. The Contractor is responsible for establishing a viable and confirmable timekeeping procedure/process. A digitally based system or application for the collection of individual employee time, which is uniform, easily understandable, and eliminates errors in reporting work assignments, hours worked and pay. It is the desire of the

County to eliminate the vast majority timekeeping/recording/calculation responsibilities from Chatham County personnel. The only exception would be reconciliation of labor assigned and their individual hours worked necessary to process Contactor(s) invoices for payment.

G. F URNISHING THE LABOR:

1. IT IS IMPERATIVE THE SOLID WASTE SECTION HAS A FULL

COMPLETMENT OF LABORERS ON HAND AT 6:45 A.M. As previously stated, the County may, at its discretion ELECT to award multiple individual contracts in an effort to maintain the necessary workforce.

H. REPLACEMENT OF CONTRACT LABORER:

1. If for any reason, a contract laborer cannot work a full eight hour day, for Storm

Water or Parks and Recreation, the Contractor must replace that contract laborer within one hour from the time the initially assigned laborer leaves the job.

2. The one hour time allowance does not apply to the requirement for the Contractor to have the full complement of labor supplied to each Department/Section by 6:45 a.m.

3. If for any reason an assigned contract laborer cannot work a full route day for Solid

Waste, the Contractor must supply a replacement contract laborer to fulfill the route day obligation each and every day by 6:45 a.m. A contract laborer who CANNOT

WORK AN ENTIRE ROUTE DAY SHOULD NOT BE SCHEDULE TO WORK

IN SOLID WASTE.

4. The Contractor must provide a representative to meet and register the contract laborers every workday NOT BE ONE OF THE CONTRACT LABORERS, as part of the contracted work force. This Contractor Representative must be on-site on or before 6:45 a.m. The selected Contractor(s) MUST SUPPLY THE FULL

COMPLEMENT OF CONTRACT LABORERS by 6:45 a.m. each day.

I. CANCELLATION OF THE CONTRACTED LABOR FORCE:

1. The Project Manager(s) may cancel a portion or all of the contract labor force by advising the Contractor by 6:00 a.m. on the day(s) when the workforce is not required.

On such days, the County shall not be charged for the use of the contract labor force.

2. If the labor force is not cancelled on time, each contract laborer will be paid for a minimum of two (2) hours, or for any period of time over two (2) hours for which the contract laborer was actually employed in productive work.

3. The County, at its discretion, may suspend use of the labor force when funding is restricted or limited. Additionally, Section or Departmental use of the number of contract laborers provided may be increased or decreased for a period of time. The

Contractor will be notified if additional work force is required. The Contractor will be provided with a minimum of five working days to supply the new full complement of contract labor, if the new increase exceeds three additional new contract laborers.

Likewise, the Contractor will be informed in of a decrease for a period in excess of ten working days or by more than three contract laborers.

J. TRANSPORTATION OF CONTRACT LABOR:

1. The Contractor may elect at their discretion to provide transportation for the labor force to and from the County’s premises at 7226 Varnedoe Drive, each day. The

Contractor is REQUIRED to have a representative on-site at 7226 Varnedoe Drive, to ensure that the full complement of labor required by each Department/Section is available, on-time and properly outfitted to perform the day’s work.

2. The Contractor’s on-site Representative shall not leave the County premises if any of the following situations or circumstances exist:

a. The full complement of contracted labor was not on-site, work-ready by 6:45 a.m.

3. Four (4) repeated failures to provide the full complement of contract labor and/or failure to provide replacement contract laborers and transport them to their field assignment areas in any three-month period shall automatically result in a contract review. Six (6) or more failures in the same three-month time frame to perform as previously described shall result in a negative contract fulfilment finding. Additional lapses in performance shall result in contract termination for cause.

4. The Contractor shall bear all responsibility of transporting all late-arriving laborers to the field location of their assignments for that specific day. It remains the

Contractor’s Representative’s responsibility to confirm the name of the day laborer delivered late to a work assignment location, the location and the time of the laborer’s delivery to the work site to the nearest fifteen (15) minutes for each and every late or replacement contract laborer with the Project Manager(s) or designee.

5. The Project Manager will confirm with the Section Supervisor/Driver or Crew

Leader, the information provided by the Contractor’s Representative to ensure accuracy and compliance.

K. REMOVAL OF INDIVIDUAL CONTRACT LABORERS:

1. Public Works or Parks and Recreation will request the Contractor remove contract laborer conducting themselves in an unacceptable manner, creating a disturbance or distraction or not performing their work assignments satisfactorily.

2. Acceptable attire and footwear criteria for all contract labor regardless of work assignment:

a. All shirts must be tucked into pants and buttoned to expose minimal skin.

b. All pants should be belted. Belted pants should be worn at the natural waist line.

Pants that are belted below the natural waist line, or that are worn is such a manner as to expose or increase the likelihood of exposure of either skin or undergarments is prohibited.

c. All work clothes should be clean.

d. Pants legs length should be no longer than the top of the front of the shoe, or the beginning of the sole at the back of the shoe.

e. Caps, hats, sunglasses worn outside are permissible. These items shall be removed when entering buildings, during meetings, while attending indoor training sessions and when conducting business with Public Works or Parks and Recreation staff.

f. Footwear should be steel-toed work boots in keeping with the exposures and potential for injuries in each Department or Section and in keeping with the type of footwear established for Public Works and Parks and Recreation personnel.

Footwear with slick soles (no treads), footwear held together with tape, rubber bands or other types of securing devices not manufactured in or as part of the shoe’s intended design, are prohibited. All shoes/boots shall have laces that secure the shoe/boot to the foot by tying the laces. All laces must be tied on each shoe/boot to prevent trips and falls.

g. Any attire which prohibits a contract laborer from safely and efficiently performing assigned duties will not be permitted. Examples of this are: wearing shirts untucked that can get caught in tools or equipment, extending dragging pants or pant hems that become a trip hazard, pants (belted or unbelted) worn below the natural waist that exposes or has the potential upon movement to expose either skin or undergarments, or that must constantly be adjusted or held with one hand represents a distraction and an inability to efficiently and productively perform work assignments.

h. Clothing including hats, tee-shirts or pins that bear the name of organizations, political affiliations, alcohol, tobacco, drugs, obscene or in- appropriate workplace language, words, designs or objectionable displays of any type are unacceptable.

3. If the Project Manager(s), or designee, or the Superintendent or Assistant

Superintendents of the Section(s) to which a contract laborer is assigned determine that ANY apparel or footwear adversely affects a contract laborer’s safety, the safety of others, serves as a distraction, inhibits or prohibits the laborer’s ability to perform the day’s assigned work tasks, the contract laborer will not be permitted to work and hours will not be compensated.

4. The Contractor’s Representative must immediately provide a replacement laborer and ensure that the replacement laborer meets all of the requirements and is ready to work.

L. TOOLS/ SAFETY EQUPMENT:

1. Public Works and Parks and Recreation will provide members of the contract labor force with any and all tools and equipment necessary to complete their work assignments. Loss or damage to County-owned equipment or tools by a contract laborer shall be the responsibility of the Contractor. The Contractor will be required to replace at cost any tool or piece of equipment that is lost or damaged as a result of a laborer’s negligence. All tools and equipment (other than PPE) shall be returned to the County at the end of each workday.

2. The only power tools the contract labor force will be required to utilize are line or string trimmers, walk-behind push mowers, and backpack blowers. Contract laborers SHALL NOT operate County vehicles.

M. EMERGENCY MEDICAL TREATMENT OF CONTRACT LABORERS:

1. Should a contract laborer become ill or be involved in an accident and sustain a personal injury, the County will arrange for the transport of the contract laborer to a

Contractor designated facility by appropriate means. Should emergency medical services be required for transport, the cost of the EMS will be the responsibility of the

Contractor. The Contractor will be responsible for the cost of medical treatment for a contract laborer injured on the job.

2. IF AN EMPLOYE IS SICK, BUT DOES NOT REQUIRE EMERGENCY

TREATMENT, THE CONTRACTOR WILL BE NOTIFIED TO PROVIDE

TRANSPORTATION OF THE ILL LABORER AND TO PROVIDE A

REPLACEMENT LABORER AT THE SAME TIME.

N. CONTRACTOR RESPONSIBILITY:

1. The successful contractor will be responsible for providing all the necessary insurance, including Worker’s Compensation Insurance for each employee placed by the Contractor with Chatham County. The Contractor will be responsible for any

Worker’s Compensation claim arising out of or from the task assignments with

Chatham County Public Works or Chatham County Parks and Recreation. Contractor will supply their Certificate of Insurance at time of contract.

2. Chatham County bears no responsibility for damages caused by the contract labor force.