10-1.1 SHE133298-1 General Requirements.pdf

SHE133298-1

Commercial Laundry Maintenance & Repair - RFC

GENERAL REQUIREMENTS

1.0 SCOPE:

The County seeks a qualified service provider to perform quarterly scheduled and as-needed on-site preventative maintenance, repairs, and replacement parts at the Jail facilities. The resulting contract will require the Contractor to supply all necessary parts and labor. Off-site repairs may be permitted at the County’s discretion on a case-by-case basis.

Salt Lake County Jail operates multiple commercial laundry appliances and related devices (collectively referred to as “the equipment”) that are used daily to launder inmate clothing and linens. Contractor is to supply all necessary parts and labor, as authorized by the County through an issued Purchase Order (PO). The Jail consists of two facilities:

Adult Detention Center (ADC) – Metro Jail 3415 South 900 West, South Salt Lake City, UT 84119

Oxbow Jail 3148 South 1100 West, South Salt Lake City, UT 84119

Contractor is to provide on-site preventative maintenance, repair services, and replacement parts for the following equipment currently in use at both Jail locations (the pricing schedule is illustrative and not exhaustive):

• One (1) Milnor washer

• Five (5) UniMac washers

• Eight (8) UniMac dryers

• Two (2) Huebsch originator washers

The contracted quarterly preventative maintenance price shall include all normal labor and parts required to keep the equipment operational. During each preventative maintenance visit:

• All authorized machines must be serviced during the same visit.

• Contractor shall perform a full preventative maintenance inspection on each piece of equipment and complete minor adjustments and repairs as appropriate for each machine type. Preventative maintenance tasks include but are not limited to:

o Cleaning and vacuuming o Oiling and lubricating o Evaluating grease/lube levels, drive belts, water inlets, discharge outlets, vents, air switches, cyclone, window/door seals, and overall operational condition o Checking bolts, screws, weld points for loosening or wear o Perform minor repairs identified during inspection

Equipment replacement is outside the scope of this contract and will be procured in a competitive solicitation process separately under County policy. This contract does not prevent the Contractor from bidding on replacement equipment and does not grant any preference or advantage in such solicitations.

In the event equipment is replaced, preventative maintenance shall not be performed or billed during the warranty period unless authorized or requested by the County, the warranty requires preventative maintenance, or the work is outside the warranty scope and will not void the warranty.

This contract includes “as-needed” repair services when authorized by a County-issued Purchase Order (PO). Repairs beyond preventative maintenance scope shall be billed at an hourly labor rate plus parts. The Contractor shall supply all parts required for repairs.

When a machine is broken and needs the Contractor’s attention the Sheriff’s Office may choose either wait for the next preventative maintenance visit, or to request a special trip for repair. Contractor must be available for an on-site diagnostic visit on the next business day after receiving a repair request. Contractor must obtain a unique PO number from the County and include it on all related invoices.

Contractor must provide on-site emergency service within 10 hours, 24/7/365 (366 days in leap years).

Off-Site Repairs may be approved by the County on a case-by-case basis.

After diagnostic evaluation, and before performing repairs beyond preventative maintenance, the Contractor must:

• Provide a firm cost quote in writing.

• Obtain written PO authorization from the County.

• If repair costs are likely to approach or exceed replacement cost, Contractor must stop work immediately and notify the Jail Facility Management Division Supervisor and await further instruction. If the Supervisor is unavailable, the Assistant Supervisor may authorize next steps.

The awarded Contractor shall use new Original Equipment Manufacturer (OEM) parts for all maintenance and repairs. If non-OEM or used parts are recommended (e.g., OEM unavailable), Contractor must obtain prior approval from the Jail Facility Management Division Supervisor.

Contractor shall provide a means of communication that the County can use to place repair requests 365 days per year (please provide the means of communication in the spaces provided in the Specifications document and the Bid Portal.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 JAIL SECURITY AND ACCESS:

The jail access pass application must be completed and emailed to phansen@saltlakecounty.gov and morley@saltlakecounty.gov at least 3 days prior to the prebid conference and must be approved before entering the jail. Upon award the contractor’s employees who will be working onsite must also hold an approved access pass. Access will not be permitted without an approved application.

The Jail laundry room is a unique place in its use of prisoner labor. Most commercial laundry facilities do not have the security requirements essential to the Jail environment.

To ensure Jail safety, the Jail must have a laundry environment that prevents prisoner workers from engaging in mischievous behavior such as breaking pieces off of equipment (to later be re-purposed into weapons) and hiding contraband. The awarded Contractor mailto:phansen@saltlakecounty.gov mailto:morley@saltlakecounty.gov must ensure that all tools, spare parts, and scrap materials are all properly removed from the laundry area at the end of each visit.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, the County anticipates an estimated annual cost of $5,000.00.

7.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment (found in the Supporting Documentation area of the bonfire portal) as part of their bid. The bid pricing being offered must include any potential delivery charges and be shipped FOB Destination, Freight Pre-Paid. Contracted prices shall be all-inclusive; this includes but is not limited to shipping and other service charges.

Bidders are to provide an hourly rate plus materials as shown on the Pricing Schedule.

The bidder agrees to provide Salt Lake County OEM repair parts at the OEM published catalog list prices in effect at time of shipment, less the offered contracted discount off the published list prices as shown on respective bidders’ Pricing Schedule. Updated manufacturer price lists must be provided to the County within 14 days of their effective date. The prices being offered as shown on the Pricing Schedule are to be the prices the County pays in a resulting contract. Prices shall be FOB Destination, Freight Prepaid.

Pricing evaluation is to be made based off the Grand Total as shown on respective bidders’ Pricing Schedule.

8.0 AWARD:

Salt Lake County may award bids and contracts to vendors through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Award will be to the lowest responsive, responsible bidder bidding the lowest Grand Total as shown on respective bidders’ Pricing Schedule.

9.0 DELIVERY:

Goods associated with this contract are anticipated to be parts Contractor will bring to the Jail and the Contractor will install during the repair process. The Sheriff’s Office does not anticipate contracted goods being shipped to the SOAB or ADC, except at the Contractor’s request for a specific purpose / specific repair project, and prior approval by the County. Parts prices are to be FOB Destination, Freight Prepaid.

Situations where direct shipment may occur include:

• Instances where the Jail purchases parts only, for installation by Jail staff

• Circumstances where the Contractor requests shipment for a specific purpose or repair project.

10.0 BILLING REQUIREMENTS:

Preventative maintenance invoices: Must be emailed to SH-Purchasing@saltlakecounty.gov within 5 calendar days of service completion.

Repair invoices must be emailed to SH-Purchasing@saltlakecounty.gov within five (5) calendar days after the completion of the repair. The County reserves the right to correct an incorrect invoice before paying.

The County is tax exempt, and the Contractor must ensure invoices do not contain tax charges.

11.0 PRICE ESCALATION / DE-ESCALATION:

The contract’s price guarantee period shall be 24 months. The Contractor may submit to the County written requests for price increases once every 2-years. Price escalation requests shall be submitted in writing at least 60 days prior to the effective date of any renewal period. Price escalation requests are limited to a maximum of 3% annual increase and Contractor must provide a justification based on neutral third-party index data (such as a relevant market index). The County may reject or accept price escalation mailto:SH-Purchasing@saltlakecounty.gov mailto:SH-Purchasing@saltlakecounty.gov at its sole discretion. Any price escalation to the contract must be approved by the County as a written contract amendment, signed by both parties.

For parts for repairs that are outside the scope of “preventative maintenance”:

The contracted percentage discount off the manufacturer’s published parts catalog shall be guaranteed for the full term of the contract, however, the pricing in the manufacturer’s published parts catalogue may increase during the period of the contract.

12.0 REFERENCES/EXPERIENCE:

Bidder shall have all the necessary professional and business licenses to do business in Salt Lake County and shall have continuously held these licenses, in good standing, for at least two (2) years prior to the bid submission date. Bidders are to submit the References document provided in the Supporting Documentation area of Bonfire.

Have a minimum of three (3) years of professional experience servicing and repairing the following brands and laundry machines and equipment: Milnor, UniMac, and Huebsch.

13.0 PHYSICAL LOCATION

Bidder shall have a service facility located within 30 miles of Salt Lake County. Please provide the address in the space provided in Bonfire and the Specifications document.

14.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

15.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase, at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

16.0 AUDITING:

The vendor agrees to make available to Salt Lake County all records; invoices, or documentation relative to this contract, and to assist Salt Lake County personnel in performing periodic audits and price checks. Bidder agrees to provide requested information within 5 working days.

17.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply. In the event the bidder’s terms and conditions conflict with Salt Lake County’s terms and conditions, Salt Lake County’s terms and conditions will control.

18.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.