2024-RFB-0438_-_Scope_of_Services.pdf

2024-RFB-0438 Scope of Services:

1. Scope of Services: The Sacramento County’s Department of General Services (DGS) requires a facilities maintenance Contractor to provide regular preventive and corrective maintenance at the Stockton Boulevard Safe Stay facility located at 6810 Stockton Blvd, Sacramento, CA 95823.

Any specific site questions must be submitted in writing through OpenGov by the deadline date.

All specifications, terms and conditions set forth herein will apply to any resulting contract award.

2. Preventive Maintenance: Provide routine and regular preventive maintenance on all equipment, assemblies, and infrastructure in accordance with manufacturers recommendations and federal, state, and local regulations and requirements. Preventative maintenance services will primarily include electrical, HVAC, and plumbing. Equipment shall undergo maintenance at monthly, quarterly, semi-annual, annual, or biennial intervals. The County Facility Manager shall reserve the final determination on all repairs and replacements

2.1 Plumbing:

The lift station shall be cleaned and expected semi-annually. Sediment shall be removed and any repairs required shall be completed.

The sanitary sewer and storm drain systems shall undergo mainline jetting biennially.

The storm water filter system shall be cleaned, inspected, and have sediment removed annually.

Any required repairs shall be completed.

The backflow system shall be tested annually. Any required repairs shall be completed.

2.2 Electrical:

All electrical panels shall be cleaned, inspected, and IR scanned annually. Any repairs required shall be completed.

2.3 Mechanical:

All air conditioning units shall have their filters and condensers cleaned on a monthly basis. Belts, pulleys, electrical connections, charge, and operation shall be confirmed to be in proper working order and replaced/ repaired if required.

All fire alarm control panels and their batteries shall be tested for proper operation annually.

Fire extinguishers shall undergo a monthly inspection, in addition to an annual recertification.

Washer and dryers shall have their filters and condensers cleaned on a monthly basis. Proper working order shall be confirmed and belts, pulleys, and electrical connections shall be inspected and replaced/ repaired if required.

Water heaters shall undergo a drain and fill test semi-annually. At the same time, T&P valves shall be confirmed to be in proper working order. Anode rods shall be replaced annually.

Grinder pumps shall be checked for proper operation semi-annually.

Emergency and exit lights shall be checked for proper operation. Batteries shall be replaced if required.

2.4 Carpentry:

All doors and gates shall be cleaned, lubricated, and tested for functionality for ADA compliance semi-annually.

During service, all precautions and best practices must be taken in order to keep surrounding areas clear of debris and/or fluids. Any aforementioned debris and/or fluids will be cleaned by the Contractor prior to leaving the site.

3. Corrective Maintenance: Contractor to provide on-call corrective maintenance on all equipment, assemblies, and infrastructure identified in Attachments 1 and 2. The County Facility Manager will reserve judgement whether maintenance is classified as preventative or corrective.

On-call corrective maintenance shall have a response time of not more than 2 hours from the time the contractor is notified of an issue unless mutually agreed upon by both parties in advance. All resulting work shall be completed as expeditiously as possible.

4. Repairs and Extra Work: The County Facility Manager or designee may authorize and direct the Contractor in writing to perform additional work, including but not limited to, repairs and replacements when deemed necessary at the County Facility Manager’s determination.

In the event such repairs and/or replacements are deemed necessary as a result of Contractor’s negligence at the County Facility Manager’s determination, Contractor will be responsible for completing such repairs and replacing damaged property at no additional cost to the County. The County may withhold payment of invoices to the amount equivalent to the damaged property if the Contractor does not make the necessary repairs and/or replacements in a timely manner, to be determined by the project manager, in the County’s sole determination.

5. Pricing and Warranty: Pricing of preventative maintenance shall include all required parts, equipment, labor, and materials. Parts, equipment, and material utilized in on-call corrective maintenance and repairs will be reimbursed by the County at the Contractor’s best list pricing.

Equipment and products utilized must be new, current model, and fully operational. A minimum two year warranty is required on all parts and labor. Parts or labor that fail to meet warranty must be rectified at Contractor’s expense.

6. Tracking and Record Keeping: The Contractor shall utilize an industry recognized Computer Maintenance Management System (CMMS) or similar to track, schedule and document all corrective and preventive maintenance. The Contractor shall provide monthly corrective and preventive maintenance reports showing ratios between completed and uncompleted assigned work. Payment will be made for completed work only. All records shall be available to the County immediately upon request in Microsoft Excel .xlsx format or other mutually agreed upon format. The County shall own all data related to the Stockton Safe Stay corrective and preventive maintenance program.

7. Annual Audits: The Contractor shall facilitate annual audits, which must include annual reports reflecting corrective and preventive maintenance completion ratios based on hours assigned vs actual hours worked and a similar report based on work order count. The completion goal for corrective maintenance is 100%. The completion goal for preventive maintenance is 100%. The County may withhold payment of invoices to the amount equivalent to the percentage of actual work completed relative to work assigned or scheduled.

8. Invoicing: Monthly invoicing, in line item format, must be accompanied by a work order report of all services provided. Payment will be made for completed work only.

9. Special Provisions: Bidder Responsibility: Bidders are expected to become thoroughly familiar with all specifications, terms and conditions set forth herein. Failure or omission of bidder to examine any site requirements, form, article or document will not relieve the awarded Contractor from any obligation set forth herein. By submitting a bid response, bidder concurs with all specifications, terms and conditions, unless bidder has specifically detailed its exceptions in Appendix E – Solicitation Exceptions, by page number, subject of provision heading, etc. The County may determine a bid to be non-responsive or non-responsible if a bid contains objections which the County considers excessive or affecting vital terms.

10. Facilities Maintenance Service: Contractor shall provide all necessary labor, supervision, equipment, fuel, tools, products, materials, supplies, incidentals, and travel to perform the facility maintenance service as set forth herein.

11. Licensing and Certifications: Per Chapter 9 Division 3 of the California Business and Professions Code, Contractor must possess the proper licensing and certifications to perform facility maintenance and repair services. At a minimum, the Contractor must possess the following licenses and/or certifications:

a. California State License Class B – General Building Contractors License

b. California State License C-10 – Electrical Contractors License

c. California State License C-20 – HVAC Contractors License

d. Sacramento City and/or County Business License/Business Operations Tax Certificate, as applicable.

12.Minimum Experience: Contractor must have a minimum of three years’ experience as a business providing facility maintenance and repair services to commercial establishments or governmental entities. Experience as an employee of another contractor will not satisfy the minimum experience requirement.

13. Working on site: Contractor must possess the ability to work with the unhoused population present at the site. De-escalation, harm reduction, and clear communication may be required. In the event work cannot be completed due to conditions at the site, Contractor is required to provide correspondence detailing the conditions to the County Facility Manager as expeditiously as possible.

14. Labor: All workmanship shall be first class throughout and only experienced qualified journeymen shall be employed under proper capable supervision.

Pursuant to California Labor Code Division 2, Part 7, Chapter 1, Articles 1 and 3, eight (8) hour's labor shall constitute a legal day's work, and no worker in the employment of Contractor or any subcontractor, doing or contracting to do any part of the work contemplated by this contract, shall be required or permitted to work more than eight (8) hours in any one calendar day or forty

(40) hours during any one calendar week, except as provided in Section 1815 of the California Labor Code.

Reference: https://leginfo.legislature.ca.gov/faces/codes

15. Prevailing Wage:

No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

LABOR COMPLIANCE PROGRAM: The County of Sacramento received final approval from the Director of California Department of Industrial Relations as a Labor Compliance Program effective March 15, 1994. All questions regarding this Labor Compliance Program and prevailing wage requirements should be directed to the Labor Compliance Section at (916) 875- 2711. In accordance with Section 1771.5 of the California Labor Code, the payment of the general prevailing rate of per diem wages or the general prevailing rate of per diem wages for holiday and overtime is not required for any public works project of twenty-five thousand dollars ($25,000) or less when the project is for construction work, or for any public works project of fifteen thousand dollars ($15,000) or less when the project is for alteration, demolition, repair, or maintenance work.

This is a maintenance project in accordance with Section 1771.5 of the California Labor Code.

Pursuant to California Labor Code Section 1720 and following, and Section 1770 and following, the successful bidder shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of the prevailing wage determinations are on file at the office of the County of Sacramento Labor Compliance Program, 9700 Goethe Road, Suite D, Sacramento, CA 95827, and are also available on the internet at http://www.dir.ca.gov/DLSR/PWD.

https://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=LAB&division=2.&title=&part=7.&chapter=&article=

The wage rates determined by the Director of the California Department of Industrial Relations refer to expiration dates. Prevailing wage determinations with a single asterisk (*) after the expiration date that are in effect on the date of advertisement for bids remain in effect for the duration of the project. Prevailing wage determinations with double asterisks (**) after the expiration date indicate that the basic hourly wage rate, overtime and holiday pay rates, and employer payments to be paid for work performed after this date have been determined. If work is to extend past this date, the new rate must be paid and should be incorporated in contracts entered into now. The Contractor should contact the Prevailing Wage Unit, DLSR, (415) 703- 4774, http://www.dir.ca.gov, or the Sacramento County Labor Compliance Section, (916) 875- 2711, to obtain predetermined wage changes. All determinations that do not have double asterisks (**) after the expiration date remain in effect for the duration of the project.

Note: Prevailing wage requirements will apply to this contract. The appropriate classification and related information are contained in Appendix P – Maintenance Prevailing Wage Determination.

16. Supervision: Contractor shall provide a competent foreman to oversee and monitor the contract work. Such person shall have the authority and commitment to act in the County’s best interest. Moreover, the foreman or lead person must be able to speak, read, and understand the English language to the extent needed to perform the maintenance services satisfactorily and safely. Assigned personnel must understand all warning and danger signs that may be posted throughout a facility of potential hazards and instructions to safety. The foreman or lead person of the crew shall also be able to communicate the English language in writing with the County Facility Manager or designee regarding any incident or inquiry. Further, such person shall be at least 18 years of age and shall be able to telephone the County’s Emergency Operator at (916) 875-6900, law enforcement agencies and/or the alarm company in the event of a break-in or inadvertent activation of a burglar alarm system. Additionally, any apprentice tradesman must be accompanied by a Journeyman of at least four (4) years of experience.

17. Safety Training and Equipment: It shall be the Contractor’s responsibility to provide all safety training and equipment. Proper personal protective equipment (PPE) shall be worn at all times and Cal-OSHA safety standards shall be strictly followed.

18. Contract Period: The initial term shall be for a year from the contract start date. To promote economy and efficiency, the County reserves the right to extend the contract period for up to a total of five years. Such extension(s) will be at the County’s option, subject to same specifications, terms, conditions, favorable prices, and upon mutual agreement of the parties.

Contract renewals will be subject to the availability of funding. The County reserves the right to terminate the contract upon a 30-day advance written notice.

Notwithstanding, facilities added during the fourth year will not expire for at least (12) twelve months.

19. No Additional Charges: There shall be no additional charges, such as fuel surcharges, material transportation charges, hazardous material charges or any other kind of charges that are not mutually agreed to in advance by the Contractor and the County.

20. Monthly Invoices: Contractor shall only bill the County monthly in arrears for the satisfactory services performed. Monthly invoices shall include all work orders (corrective and preventive) associated with all work completed for the month. Each work order shall, at a minimum, contain a description of the work, the date the work order was received, the date the work order was completed, the number of man-hours charged to the work order, any materials used to complete that work order, and the total cost associated with that work order. Monthly invoices shall be provided via email in a searchable PDF format.

21. Protection of Property: Contractor shall take every precaution to protect all public and private property while on the job. Any damage to existing facility or property caused by Contractor's personnel or equipment shall or will be promptly repaired to the condition existing before the damage or be replaced. All costs for such repairs or replacements shall solely be the responsibility of the Contractor. County shall not be responsible for the loss, theft, or vandalism of Contractor’s property.

22. Inspection of Services: All services, including labor, facilities, equipment and materials furnished or utilized in the performance of services shall be subject to inspection and test by County to the extent practicable, at all times and places during the term of the contract. All inspections by County shall be made in such a manner as not to unduly delay the work.

23. Standards of Conduct: Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to his/her employees as may be necessary. In addition, Contractor and crew shall always be courteous, cooperative and professional toward County representatives and the public in the course of their work. All assignments and problems shall be handled promptly and professionally to the satisfaction of County and its customers.

24. Correspondence: Contractor or his/her designated officer shall respond to all inquiries and complaints expeditiously in a professional and respectful manner. Correspondence shall be on the Contractor's official stationery. The Contract Services Officer and County Facility Manager shall receive copies of all correspondence.

25. Timely Delivery: Time is of the essence of this contract. Contractor shall complete all work called for as specified by the County.

26. Payment: Payment will be made in arrears within thirty (30) days after receipt of approved invoice.

27. Dismissal of Unsatisfactory Employee: If any person employed by Contractor or subcontractor fails or refuses to carry out the work per County requirements or is, in the opinion of the County representative, incompetent, unfaithful, intemperate, or disorderly or uses threatening or abusive language to any person on the job or is otherwise unsatisfactory, he/she shall be removed from the work immediately, and shall not again be employed on the work except upon consent of the County.

28. Failure to Perform: If Contractor fails to perform in accordance with the specifications, terms and conditions of the contract, the County will specify the reasons and locations as applicable by written correspondence. Failure by the Contractor to correct any deficiencies within a calendar week of notification may result in withholding of payment by the County. Failure by the Contractor to correct any deficiencies within two (2) calendar weeks or more may result in formal written warning (30-day notice) to the Contractor specifying that such deficiencies must be corrected.

Failure of the Contractor to correct those deficiencies within a 30-day period will result in the termination of the contract.

In the event of termination, the County will only be liable for payment of those services performed and accepted by the County prior to the date of termination. Any damages to property caused by the Contractor’s inability to meet specifications will be recovered by withholding payments.

Contractor and/or its surety will be liable and may be assessed for all costs for the re-procurement of the contract services, as well as damages to County facilities and/or plant materials.

29. Withholding of Payment: For work deemed by the County as not meeting the requirements of the specifications, the County may withhold monthly payments or percentages thereof for work not completed, or until work is completed as per contract specifications. The County will withhold monthly payments or percentages thereof for work that is not completed on schedule.

To provide funds to cover the cost of any facility or plant damaged by the Contractor, the County may withhold monthly payments until such damages are repaired. In the event repairs are not made, the County will withhold monthly maintenance payments to fund the necessary repairs.

Contractor will be responsible for damages to facilities or plants due to the contractor’s failure to perform the services in accordance with these specifications. Expenses to repairs damages caused by the Contractor will be borne by the Contractor, and such repairs shall meet the County’s approval.

30. Facility Security Requirements: All Contractor personnel working in Sacramento County facilities will be required to adhere to security requirements as set forth by the department or specific facility. Contractor personnel may be issued a photo identification/proximity card and keys allowing them access to those areas of the facilities in which they will perform their duties.

Badges and keys remain the property of County and must be surrendered whenever a Contractor’s employee is reassigned, dismissed or terminate his/her employment with the Contractor.

Prior to start of work at each facility, Contractor shall provide a list of names of persons who will be assigned to perform the services to those facilities to the County Facility Manager or designee.

In addition to the names, the list shall include, at minimum, each person’s date of birth, social security number, California driver’s license number, and current address. Additionally, the County may require fingerprints. Contractor shall be responsible to keep the list of names up-to-date and return badges as personnel changes. The Facility Manager or designee shall be notified prior to any change of personnel. Sharing badges or loaning badges is not permitted.

The County will exercise full and complete control over granting, denying, withholding or terminating clearances for Contractor personnel. County may as it deems appropriate authorize and grant access to Contractor personnel; however, such access does not guarantee full access to the facility or employment since it may be withdrawn at any time.

31. Site Walk: The County will hold a site walk at the Stockton Safe Stay location, giving prospective bidders the chance to view and assess the equipment they will be servicing. The date and time of the site walk will be provided in an addendum on OpenGov. Bidders are required to bring personal protective equipment (PPE), including hard hats and eye protection. Failure to bring the necessary PPE may result in disqualification from participating in the site walk.