8-SHE125212 General Requirements.pdf

SHE125212

Jail Kitchen Equipment Maintenance

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office, invites your company to bid on providing preventative maintenance, routine care, and repair services for kitchen equipment and appliances currently in daily use at the Jail for food preparation for incarcerated individuals. Salt Lake County has two jail locations: Adult Detention Center (ADC) Metro Jail 3415 S 900 W, South Salt Lake UT 84119 and Oxbow Jail 3148 S 1100 W Salt Lake City Ut, 84119.

This contract will focus on the cost of monthly preventative maintenance inspections, including all standard labor and parts necessary to keep the equipment in proper working condition. During each scheduled visit, the Contractor will be expected to inspect and service multiple appliances at each location, ensuring efficient service delivery and minimal disruption to kitchen operations.

In addition to scheduled maintenance, the Contractor shall be responsible for performing standard repairs as needed. Standard repairs include, but are not limited to, minor part replacements, adjustments, and troubleshooting of equipment that is not functioning optimally but does not pose an immediate operational risk.

The Contractor must also be available to respond to emergency repair requests for critical equipment failures that impact the Jail’s ability to safely and effectively prepare meals. Emergency repair response times and availability expectations (e.g., same day or within 24 hours) should be clearly outlined in the Bidder’s proposal.

Jail staff will notify the Contractor via email at least one week prior to the scheduled monthly visit to identify which equipment should be serviced during that visit. This approach ensures efficient use of time and resources while maintaining the functionality of essential kitchen operations County will only be billed and pay for the equipment that is requested to be serviced and is serviced by the contractor. Inspections must be made monthly or as additionally requested by the Sheriff’s office.

** For all those who plan to attend the prebid conference the jail access pass application must be completed and emailed to cphansen@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.

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 Pre-bid Site Visit:

** For all those who plan to attend the prebid conference, the jail access pass application must be completed and emailed to cphansen@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.

A site visit will be held at the Oxbow and Metro Jails on November 17th at 11:00am.

Attendees are expected to arrive at the Metro Jail fifteen minutes prior to allow sufficient time to clear through security. Attendees will then be directed to meet at the Oxbow Jail directly following the closure of the conference at the Metro Jail.

Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. The written questions submitted, along with any other additional information pertaining to the clarification of specifications, will be discussed in detail at this conference. Bidders shall thoroughly familiarize themselves with this solicitation document including specifications prior to attending the conference. Verbal statements or information given at a site visit is not binding on the bidder or the County unless released in a bid amendment.

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, approximate annual amount under this contract may be $30,000.00.

7.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment as part of their bid.

(Note: The provided list is not all inclusive and items may be added or removed at any time during the length of the contract). Contracted pricing must include all associated costs, including shipping, handling, and any applicable service charges. All pricing for parts must include shipping and shall be FOB Destination, Freight Prepaid.

Bids will be evaluated to determine overall best value for the intended use, in accordance with the evaluation criteria outlined in the request for bids.

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:

The goods covered under this contract are expected to be parts that the Contractor will personally deliver to the Jail and install as part of the repair process. It is not anticipated that contracted goods will be shipped to the Jail via courier or similar delivery services.

10.0 WARRANTY:

Bidders shall include detailed warranty information as part of their bid (Space is provided for including this information with the Pricing Schedule attachment found under the Supporting Documentation area). Specifically, bidders must clearly state their warranty policy for all repairs performed under this contract. This includes:

1. Duration of warranty coverage for labor and parts

2. Conditions under which warranty service is provided

3. Any exclusions or limitations

4. Response time for warranty-related service calls

Also, please supply the following information:

What is your company’s warranty policy on repairs performed by your technicians under this contract? Please include details regarding coverage period, parts and labor, and any conditions or limitations.

11.0 REQUIRED EXPERIENCE:

The Bidder must possess all necessary professional and business licenses required to operate in Salt Lake County, Utah, and must have held these licenses in good standing for a minimum of three (3) consecutive years prior to the bid submission date.

Additionally, the Bidder must have a minimum of three (3) years of verifiable experience in servicing commercial kitchen appliances and equipment. This experience must demonstrate the Bidder’s capability to perform preventative maintenance, diagnostics, and repairs on a wide range of commercial kitchen equipment brands and models.

12.0 REFERENCES:

Bidders shall provide at least two (2) commercial references from companies that regularly utilize the Bidder for preventative maintenance and/or equipment repair services similar in scope to those described in this solicitation. For each reference, Bidders must include the following information (Bidder may use the References attachment found in the Supporting Documentation area of the bid portal):

• Company name

• Contact person’s name

• Phone number

• Email address

• Number of years the reference has used the Bidder’s services

• Frequency of service (e.g., monthly, quarterly, as needed)

The County may use this information to verify the quality and reliability of the Bidder’s past performance. Additionally, if the County has previously contracted with the Bidder, the County reserves the right to consider **past interactions, positive or negative** as part of the reference evaluation process.

13.0 PARTIAL BID SUBMISSION:

Due to the wide variety of parts and services required, partial bids may be accepted.

Purchases following award(s) will be made based upon agency criteria such as price quotes, availability, location, etc.

14.0 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.

15.0 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.

16.0 PRICE ESCALATION / DE-ESCALATION:

Price guarantee period 24 months. Vendor may submit to the County written requests for price increases once every 2 years. Price escalation requests shall be submitted 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 vendor must provide a justification based on neutral third-party data (such as a relevant market index). The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written contract amendment, signed by both parties.

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. This includes, but is not limited to, making replacements, additions, and subtractions to the list of machines requiring monthly preventative maintenance. If any of these modifications will result in a financial change that is not already addressed in the Contract’s existing terms, a written amendment shall be required before the change is made.

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.