6-1 - FAC112996-2 General Requirements-FINAL.pdf

FAC112996-2 SNOW REMOVAL RFC

GENERAL REQUIREMENTS

1. SCOPE:

1.1. Salt Lake County Contracts and Procurement, on behalf of Facilities Management, Aging and Adult Services, Salt Lake County Health Department and the District Attorney’s offices, invites your company to bid on snow plowing, snow shoveling, application of ice melt for sidewalks and stairs/sodium chloride for parking lots and street and snow removal from Salt Lake County facility locations identified below. Salt Lake County may contract with multiple bidders for snow removal services under this solicitation. The County reserves the right to add and/or remove locations to this Contract as needed at the hourly rate provided in Exhibit.

1.2. Bidder will remove snow from each location when the total accumulation meets or exceeds 2”.

1.3. For each location, within an hour of the accumulation of 2” of snow, Contractor shall complete a Push at each location. A push shall mean the removal of any and all snow and ice from parking lots, stairs, driveways, walkways, and sidewalks, and the application of apply ice melt to all stairs, walkways, and sidewalks. Contractor shall also complete a push at each location within one hour after a request by either Facilities Management or a designated building representative for the specific location. If there is an accumulation of 2” or more, the service provider is expected to come on their own initiative to all locations.

1.4. Bidder will make commercially reasonable efforts to during continuous snowfall to monitor these sites and ensure that all areas are safe and clean. Bidder should plan on marking curbs and other obstacles with flags prior to snow fall to prevent property damage.

1.5. Multiple clearings in a single storm. The Contractor may be required to provide services more than once in a 24-hour period based upon snowfall accumulation.

1.5.1. During regular business hours of each location: When snow accumulates to 2” or more, Contractor shall complete a Push at each location. For snowstorms where the forecast shows a continual accumulation of snow the Contractor can determine if it is better to push a second time or wait for the storm to end before pushing.

Additional Pushes above 2 must be approved by the Location’s site contact person prior to the additional push.

1.5.2. Outside of regular business hours for each location: When snow accumulates to 2” or more after regular business hours, Contractor shall complete at least one push at least one hour prior to the location’s regular business hours.

For example: During occupied hours Start snowing in the morning. 1st plowing by 6:00 a.m. 2 inches – bill for one plowing

Continues to snow 2 more inches- 2nd plowing – bill for 2nd plowing Continues to snow same day during occupancy hours 2 more inches

– 3rd plowing – 3 billing for same day total of 6 inches.

Example 2 during unoccupied hours: Same 6-inch snowstorm but overnight- one push before 6:00 a.m. = billing for two plowings or they could actually plow the area two times for two billings.

1.5.3. Contractor will verify business hours with each location. Each location may set and modify its own business hours.

1.5.4. After any service provided during off hours, the service provider will notify the building representative by e-mail within 12 hours of completing those services.

Bidder shall provide all necessary equipment, supplies and personnel needed to accomplish the snow removal service(s) for all areas that the bidder is bidding on. Ice melt must be (80%) or greater of Calcium Chloride. When forecast temperature is 05° F or lower for a 24-hour period following application, Magnesium Chloride may be used. When forecast temperature is 20°F or higher for a 24-hour period following application, then Potassium Chloride and/or UREA may be used. Sodium Chloride may be used on asphalt parking lots and streets.

1.6. The Contractor shall supply the services as described in the bid specifications throughout the term of this Contract.

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

QUESTIONS: Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP) powered by Bonfire Questions are due prior to the question due date and time specified. If a question/answer changes the RFC document, the change will be released in an amendment to the solicitation event. Bidders who have stated their “Intent to Bid” in the UPPP system will receive email notice of questions and amendments.

3. CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution and will terminate November 23, 2029. 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.

4. CONTRACT SERVICE LOCATIONS:

A. Ellis R. Shipp Public Health Center 4535 South 5600 West

B. Environmental Health Administration 788 E. Woodoak Lane

C. South Main Public Health Center 3690 South Main Street

D. Kennecott Magna Senior Center 9228 West 2700 South

E. South Redwood Health Center 7971 South 1825 West

F. Household Hazardous Waste 8805 South 700 West

G. DA Downtown Building 35 East 500 South

(Access and sidewalks every time, 4th floor parking by request only)

H. DA West Jordan Building 8090 South 1825 West

5. CONTACTS:

For information on above areas the contacts are as follows:

Health Centers - Ricardo Flores - 385-468-4209 – rflores@saltlakecounty.gov

District Attorney Buildings - Glenn Ingersoll - 385-414-1249 gingersoll@saltlakecounty.gov

Aging and Adult Services – Tim Tomer - 385-377-7340 – ttomer@saltlakecounty.gov

6. PRICING:

The Bidder will invoice the County for each Push required or authorized under this Agreement. The Push Price for each location is listed in Column 5 of the Price Schedule. The Push Price includes all c agrees to provide snow plowing, shoveling, and providing and applying ice melt at the Push Price listed in the Bid Schedule. The Push Price shall be the same regardless of time of day, weekends, or holidays. The Push Price includes all costs and expenses for the Push. Under no circumstances will County compensate the Contractor more for a Push. Prices are guaranteed for full term of the Contract. No price increases will be considered or added to the Contract.

7. AWARD:

Bidders may be awarded one or more locations as determined by the County.

This contract has many locations associated with this bid and a bidder may bid on all sites or just on the sites that they are interested in. Awards will be made to the lowest responsive bidder for each location.

8. AUDITING:

The bidder agrees to make available to Salt Lake County all records and service locations to include Dates, Times, Labor Hours and any other information relative mailto:rflores@saltlakecounty.gov mailto:gingersoll@saltlakecounty.gov mailto:ttomer@saltlakecounty.gov to this contract to assist Salt Lake County personnel in performing periodic audits and price checks.

9. PARTIAL BID SUBMISSION:

Partial Bid Submission shall be allowed on a site-by-site basis. Winning bidder(s) shall be required to provide all services as listed in the bid specification for that specific site.

10. ANNUAL PURCHASES:

No minimum or maximum quantity of purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract may be $80,000.00.

11. 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.

12. REQUIRED INSURANCE POLICIES:

1.1. At its sole cost and expense, Contractor shall secure and maintain during the Term of this Contract the insurance coverages set forth in Section 14.3.

1.2. General Requirements

1.2.1. 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 Contract, and (ii) be maintained for a period of at least three (3) years following the end of the Term of this Contract 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 County.

1.2.2. 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- VII 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).

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

1.2.4. Contractor shall ensure County is endorsed as an additional insured on all liability policies, except on errors and omissions insurance. The endorsement shall include liability arising out of ongoing and completed operations by or on behalf of Contractor in the performance of the Contract. Additional insured status shall continue for the periods specified in Section 14.2.1 above.

1.2.5. The additional insured endorsement for completed operations shall not be restricted to work performed during the current policy period.

1.2.6. The insurance provided to County as an additional insured shall be primary to, and non-contributory with, any insurance or self-insurance program maintained by County.

1.2.7. Required policies shall not contain a Contractors Warranty or other similar language which eliminates or restricts insurance because of a subcontractor’s failure to carry specific insurance or to supply evidence of such insurance.

1.2.8. Required policies shall be endorsed to include a written waiver of the insurer’s right to subrogate against all persons or entities that are, or are required to be, additional insureds.

1.2.9. Required policies shall cover inter-insured suits between Contractor and the additional insureds and shall include a “separation of insureds” or “severability” clause which treats each insured separately.

1.2.10. In the event Contractor 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 Contractor for the costs of said insurance.

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

1.2.12. County reserves the right to review all the required insurance policies and/or endorsements but has no obligation to do so. Failure to demand evidence of full compliance with the insurance requirements set forth in this Contract or failure to identify any insurance deficiency shall not relieve Contractor from, nor be construed or deemed a waiver of, its obligation to always maintain the required insurance during the performance of this Contract.

1.2.13. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing thirty (30) days’ prior written notice to County.

1.2.14. Any deductible or self-insured retention shall be shown on the Certificate of Insurance. Contractor is responsible for any deductible or self-insured retention and shall fund it upon County’s written request, regardless of whether Contractor has a claim against the insurance or is named as a party in any action involving the County.

1.3. Specific Requirements. Contractor agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection before commencing work under the Contract:

1.3.1. Workers’ compensation insurance with statutory limits as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law and Employer’s Liability insurance with minimum limits of $1,000,000 per occurrence; $1,000,000 Disease per employee;

and $1,000,000 Disease per policy. The policy shall be endorsed to include a written waiver of the insurer’s right to subrogate against County. This requirement includes contractors who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures, and partnerships.

1.3.2. Commercial general liability insurance on an occurrence form with County in the minimum amount of $2,000,000 per occurrence with a $3,000,000 general policy aggregate. If Contractor maintains higher limits than the specified minimum limits, County requires and shall be entitled to coverage for the higher limits maintained by Contractor. The policy shall protect County and Contractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Contractor’s acts or omissions under this Contract, whether performed by Contractor itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent contractors, and completed operations. Completed operations insurance shall be maintained for three (3) years after the end of the warranty period.

1.3.3. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, in the minimum amount of $2,000,000 per occurrence with a $2,000,000 general policy aggregate.

13. SITE VISIT TOURS:

Site visits are not required but strongly suggested. Bidders should only plan on site tours at the specific locations at which they are interested in bidding. A site visit can be scheduled by contacting the individuals below.

Facilities: Jeff Middleton 801-718-0970. Please contact him to set up an appointment for site visits.

Health Centers: Ricardo Flores 385-468-4209. Please contact him to set up an appointment for site visits.

District Attorney’s Buildings: Glenn Ingersoll 385-414-1249. Please contact him to set up an appoint for site visits.

Aging and Adult Services: Tim Tomer 385-377-7340. Please contact him to set up an appoint for site visits.

For each location bidder intends to submit a bid, bidder is responsible for familiarizing themselves with the location and its subsequent requirements.

Bidder will be responsible for submitting questions for clarification/understanding in writing via the Online Solicitation System prior to the submission of their bid

(see Section 3.0 Questions). Verbal statements or information given at a site visit are not binding on the bidder or the County unless released in a bid amendment.

14. LIQUIDATED DAMAGES:

Damages will be incurred if the successful Bidder arrives more than an hour after a 2” accumulation, after being notified by the County to come clear snow, or for an afterhours Push, if the snow is not cleared by 6am. If, under any of these circumstances, County personnel have begun removing snow, the Contractor’s Push Fee will be reduced by the percentage amount of the location that has already been cleared by the County.

15. Damage Successful bidder is responsible for damage to all buildings, structures, landscaping and vehicles that occur from snow and ice removal efforts.

Contractor is liable for any injuries that occur. All instances will be reported directly to one of the responsible parties listed on this document. County Risk Management will handle resolution of the issue.

16. Bidder/Bidder/Contractor The awarded bidder may be referred to herein as Bidder or Contractor.

17. Terms and Conditions The Salt Lake County Terms and Conditions, attached to the solicitation, are incorporated by reference into the resulting contract.

Successful bidder is responsible for damage to all buildings, structures, landscaping and vehicles that occur from snow and ice removal efforts. Contractor is liable for any injuries that occur. All instances will be reported directly to one of the r...