4-Attachment C - Scope of Work.pdf

ATTACHMENT C

SCOPE OF WORK

I. GOALS AND OBJECTIVES

It is UDC’s goal to increase the safety and security of both offenders and community members throughout the state of Utah. An important part of this goal is accomplished by the use of specially trained canine (K-9) forces. The good health of K-9 forces must be maintained, in accordance with recommendations from veterinarians and handlers.

II. PERFORMANCE MEASURES

CONTRACTOR will perform in accordance with the following specifications. Quality of service and performance will be measured by response time, record keeping, and invoicing in accordance with contract requirements, and by measuring and evaluating evidence provided by the CONTRACTOR and monitoring CONTRACTOR’S compliance with every term and condition as defined in Attachments A through C.

III. DETAILED SCOPE OF PERFORMANCE

CONTRACTOR shall:

A. Provide Eukanuba dog food, or equivalent dog food meeting the minimum acceptable requirements found in item 1.a below for delivery at UDC’s two prison locations

1. CONTRACTOR shall provide 40lb. bags of Eukanuba Brand “Premium Performance 30/20 Sport Dry Dog Food” or equivalent for regular scheduled delivery.

a. To meet the minimum acceptable requirements for “equivalent” dog food, the following specifications must be met by any product provided by CONTRACTOR in substitute:

i. Individual bags of food shall be 40lbs. or greater;

ii. Dog food shall contain at least 30% minimum crude protein;

iii. Dog food shall contain at least 20% minimum crude fat;

iv. Dog food crude fiber shall not exceed 4.5%;

v. Dog food shall contain at least 2 mg./kg. glucosamine and 500 mg./kg.

chondroitin, to support joint health; and,

vi. Dog food kibble size shall be appropriate for medium or large breed dogs.

b. If CONTRACTOR proposes to provide an equivalent alternative brand dog food meeting the above requirements, the name of the dog food and nutrition information relating to the above specifications shall be submitted as a part of the CONTRACTOR’s response to the contract solicitation by filling the “Alternative Equivalent Dog Food Proposal” form.

c. If CONTRACTOR proposes to provide 40lb. bags of Eukanuba Brand “Premium Performance 30/20 Sport Dry Dog Food”, the “Alternative Equivalent Dog Food Proposal” form is not needed.

2. Delivery shall be made at each of UDC’s prison locations, located at the following addresses:

a. Utah State Correctional Facility (USCF):

1480 N 8000 W Salt Lake City, UT 84116

b. Central Utah Correctional Facility (CUCF):

255 E 300 N Gunnison, UT 84634

Each location will be assigned a weekly day for delivery. Orders placed up to 2 days (48 hours) prior to the facility’s delivery day shall be delivered on the assigned delivery day within the same week.

Orders placed 1 day prior to, or on the same day of, a facility’s delivery day shall be delivered on the following week’s route.

B. Comply with all Federal, State, and local legislations, rules, and regulations relating to the provision of goods under the terms of a resulting contract.

C. Comply with all applicable UDC policies and procedures, and joint policies or protocols developed between the CONTRACTOR and UDC.

IV. PRICE GUARANTEE PERIOD

All pricing must be guaranteed for two (2) years. Any request for price adjustment must be for an equal guarantee period, must be made at least 30 days prior to any adjustment, must include sufficient documentation supporting the request and demonstrate a logical mathematical link between current price and the proposed price. Any adjustment or amendment to the contract will not be effective unless approved by the State Director of Purchasing and no request for adjustment is guaranteed. The State will be given the immediate benefit of any decrease in the market, or allowable discount.

V. COMPENSATION

A. Compensation will be based on accepted all-inclusive bid prices:

Item: Cost/Discount:

One (1) 40lb Bag of Eukanuba Premium Performance 30/20 Sport Dry Dog Food

(or equivalent): $__.__ per Bag

Discount on whole pallet orders: __% Discount per Pallet

B. Prices include CONTRACTOR’S costs for shipping, storage, handling, and delivery F.O.B. destination with all transportation and handling charges paid by the CONTRACTOR.

C. Compensation limits are as defined. No additional costs or fees are eligible for compensation under this agreement.

D. Contract funding is based on average usage. The contract may increase funding based on demand and if usage is higher than anticipated. Any additional funds must be approved by State Purchasing and will be added to the contract by way of an amendment.

VI. COST OF SERVICES

A. Payment under this contract shall be made on a fee for delivered services and/or products, as defined in the contract, not to exceed the contract limit.

B. All procurements are subject to provisions of the State of Utah, including Utah Procurement Code and State Division of Purchasing rules.

VII. BILLING PROCEDURES

A. The CONTRACTOR shall bill UDC by the 10th of each month for services and/or products delivered during the previous month.

B. To be paid for services completed under this contract an invoice detailing services shall be submitted to:

Utah Department of Corrections Attention Finance 14717 S Minuteman Dr.

Draper, Utah 84020-9549

Invoices may also be submitted electronically. via email to:

UDCaccountspayable@utah.gov.

C. Send a copy of the invoice to the contract monitor by monthly email (contract monitor information can be found on page 2 of the contract).

mailto:UDCaccountspayable@utah.gov

D. Invoicing should begin only after the CONTRACTOR begins providing service and should continue throughout the contract term as long as actual services are being rendered.

E. Each invoice must include an invoice date, invoice number, date of service, service ticket or invoice detailing what was completed during the monthly maintenance visit, or product/service provided, itemized cost, and total cost.

F. Each invoice must reference the contract number and/or purchase order number.

VIII. TIME OF PAYMENT

A. UDC will make payments monthly to CONTRACTOR, for accurate invoices containing required documentation for services provided or products delivered during the previous month, up to the contract limit.

B. Payment must be made with funding allocated for the fiscal year in which the services and/or products were delivered. Prompt billings for June receipt of products and/or services must be received timely due to fiscal year-end. Untimely submittal of June invoices may result in payment delays.

C. All payments made by UDC to CONTRACTOR shall be made in accordance with the Utah Prompt Payment Act, Utah Code Annotated, 15-6-1 et. seq., upon receipt of an invoice, unless otherwise provided herein.

IX. PLACE OF PAYMENT

All payments by UDC to CONTRACTOR shall be sent to CONTRACTOR’S address as it appears on Page 1, Paragraph 1, entitled CONTRACTING PARTIES. The CONTRACTOR shall notify UDC of the change of address within seven (7) working days.

X. SECURITY MEASURES

UDC reserves the right to conduct a background check on all persons who enter UDC properties.

CONTRACT staff providing services under this contract will be required to obtain Contractor Identification.

Upon signing this contract, and annually throughout the contract term, the CONTRACTOR shall submit the names of all employees providing on-site services under this contract. This list will contain names, dates of birth, driver’s license numbers, and social security numbers. If any new staff begins providing services under this contract, the CONTRACTOR shall submit their name, birth date, driver’s license number, and social security number to the UDC for screening. UDC retains the discretion to deny participation of any CONTRACTOR staff based upon criminal background information or convictions. No contracted staff shall be permitted to work within the bounds and environs of this contract until the background checks have been finalized and approved. CONTRACTOR agrees that employees entering UDC property will cooperate with all security measures, including, but not limited to, searches. CONTRACTOR agrees that the use of wireless devices within the Division of Prison Operations is prohibited, and any such use requires approval by clearance from Security Administrators.

XI. LICENSURE

A. CONTRACTOR agrees to maintain for the duration of the contract period all licenses necessary to lawfully perform the services covered by this contract, including a Business License from the applicable jurisdiction.

B. A CONTRACTOR’S business license will be requested annually and shall remain on file in the Contract Coordinator’s office throughout the entire contract term.

C. CONTRACTOR further agrees to advise UDC immediately in writing of any limitation, cancellation, or other termination of such license.

XII. SUBCONTRACTORS

A. CONTRACTOR is solely responsible for SUBCONTRACTORS compliance with all the terms and conditions of the contract.

B. CONTRACTOR is liable for performance of SUBCONTRACTORS.

1. CONTRACTOR shall submit a list of all SUBCONTRACTORS employees servicing the contract.

2. If any new employee begins working under SUBCONTRACTOR, CONTRACTOR will submit their names, birth dates, driver’s license numbers and social security numbers to UDC as they begin employment.

3. CONTRACTOR will ensure SUBCONTRACTOR and SUBCONTRACTOR’S employees entering prison property will cooperate with all security measures, including, but not limited to, searches.

C. SUBCONTRACTOR will be held to the same performance standards as the CONTRACTOR.

D. UDC will not directly pay SUBCONTRACTORS for any services under this contract. CONTRACTOR maintains sole responsibility for payment of any SUBCONTRACTORS.

XIII. MONITORING CONTRACTOR COMPLIANCE

UDC will designate staff to oversee CONTRACTOR performance under this contract. The Contract Monitoring Plan will assist the UDC staff with monitoring the compliance of the contract requirements (ATTACHMENT D).

XIV. CORRECTIVE ACTION

CONTRACTOR must acknowledge that failure to adequately perform the services as defined will result in corrective action. Issues of CONTRACTOR non-compliance will be addressed in the following manner:

A. Contract Monitor will inform the CONTRACTOR of the problem and seek resolution by a mutually agreed upon date.

B. If the issue is not resolved, the Contract Monitor will notify the CONTRACTOR in writing documenting the failure to resolve by the agreed upon deadline and send a copy to the Contract Unit.

C. If the CONTRACTOR makes insufficient effort to communicate and resolve the issue, the Contract Monitor will communicate failure to resolve to the Contract Unit.

D. As a final step the Contract Unit will issue a letter notifying the CONTRACTOR of the intent to terminate the contract if the problem is not resolved by a specific deadline. Letter will be sent certified U.S. Postal Service mail requiring a signed return receipt.