9-SHE127126 General Requirements.pdf

SHE127126

Sheriff’s Office Water Cooler Rental & Delivery Service

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 supplying and maintaining water coolers across multiple designated locations. Selected vendor will be responsible for delivering, installing, and servicing the coolers, as well as providing scheduled refills on a weekly and monthly basis to ensure consistent and reliable access to clean drinking water.

This Request for Contract (RFC) covers the provision of water cooler rental and bottled water delivery services across multiple divisions and office locations. Services will be required on a recurring basis (weekly, bi-weekly, or monthly) as outlined in the Pricing Schedule attachment found in the Supporting Documentation area of the bid portal.

Service Requirements

• Water Cooler Units: Rental, maintenance, and replacement as needed.

• Bottled Water Delivery: Scheduled delivery of specified quantities per location.

• Frequency: Delivery schedules vary by office (weekly, bi-weekly, or every four weeks).

• Invoicing: Vendor shall provide itemized invoices per division, reflecting units and bottles delivered.

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 CONFERENCE:

A pre-bid conference will be held on January 8th at 1:00pm. To request a seat at this conference, please send an invitation request via email to Aaron Stone at AStone@saltlakecounty.gov. 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 $11,000.00.

7.0 PRICING:

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

Contracted pricing must include all associated costs, including shipping, handling, and any applicable service charges.

Pricing evaluation will be based on the grand total as shown on the 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 REFERENCES:

Provide at least two references and contact information of current or recent customers for verification of quality, performance, and delivery (see the “127126 References” attachment found in the Supporting Documentation area of the bid portal. Also provide proof of current business license.

10.0 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.

mailto:AStone@saltlakecounty.gov

11.0 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.

12.0 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.

13.0 PRICE ESCALATION / DE-ESCALATION:

Prices must be guaranteed for the full term of the contract.

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.

14.0 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.

15.0 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.