Admin_Doc_Snow_Removal_JCC-N REV 1.docx

Idaho Department of Juvenile Corrections Request for Quote

RFQ 109

Snow Removal for JCC–Nampa

REV 1

Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for snow removal services to be provided at the Juvenile Corrections Center in Nampa, ID (JCC–Nampa), as further detailed below.

The contact for this Request for Quote (RFQ) is:

Jason Urquhart, Purchasing Agent, IDJC Phone: 208-577-5426 Email: jason.urquhart@idjc.idaho.gov

Time Lines Site Visit (Mandatory): September 20, 2023 (9:00 a.m. Mountain time) (See the address in section 4 below)

Supplemental Site Visit (Mandatory for October 11, 2023 (11:00 a.m. Mountain time) Vendors that did not attend the site visit on September 20, 2023)

The mandatory site visit will include a tour of the grounds to give a better understanding of the snow removal needs of JCC–Nampa. Vendors will be given the opportunity to ask questions and gain clarification; notes will be taken and distributed via an amendment to the RFQ. Because the site visit is mandatory, if you do not attend it, any quote you submit will not be considered for award.

RSVP for Site Visit Due: 12:00 p.m. Mountain time, September 19, 2023 (RSVP via email to jason.urquhart@idjc.idaho.gov. In order to attend the site visit, it is mandatory that you submit an RSVP by 3:00 p.m. Mountain time, September 19, 2023. If you do not RSVP by then, you will not be allowed to attend the site visit.)

RSVP for Supplemental Site Visit Due: 12:00 p.m. (noon) Mountain time, October 10, 2023 (RSVP via email to jason.urquhart@idjc.idaho.gov. In order to attend the site visit, it is mandatory that you submit an RSVP by 12:00 p.m. (noon) Mountain time, October 10, 2023. If you do not RSVP by then, you will not be allowed to attend the site visit.)

Written Questions Due: 11:59:59 p.m. Mountain time, September 28, 2023

Supplemental Written Questions Due: 11:59:59 p.m. Mountain time, October 17, 2023

Quotes Due (by 5:00 p.m. Mountain time): October 24, 2023

Scope of Work See Exhibit A – Scope of Work.

Location and Scheduling The Contractor shall provide snow removal services meeting the specifications found within Exhibit A – Scope of Work, to JCC–Nampa. JCC–Nampa contact is:

JCC–Nampa (1650 11th Ave North, Nampa, ID 83687) Levi Griffith, Business Operations Specialist Phone: (208) 465-8443 E-mail: levi.griffith@idjc.idaho.gov

Invoicing and Payment Submit invoices no more frequently than on a monthly basis after services are rendered to:

JCC–Nampa (1650 11th Ave North, Nampa, ID 83687) Levi Griffith, Business Operations Specialist E-mail: levi.griffith@idjc.idaho.gov

Notices See section 29, Notices, in the State of Idaho Standard Contract Terms and Conditions. Section 29.A is changed to read:

“A. For notice to the State, the address, phone and facsimile number are:

Idaho Department of Juvenile Corrections 954 W. Jefferson St.

Boise, ID 83702

OR

P.O. Box 83720 Boise, ID 83720-0285 Phone: 208-334-5100 Fax: 208-334-5120

Additionally, for notice to the State, the email address to use is jason.urquhart@idjc.idaho.gov, courtesy copied to jen.callahan@idjc.idaho.gov.”

Priority of Documents See section 34, Priority of Documents, in the State of Idaho Standard Contract Terms and Conditions. The last paragraph of section 34 is changed to read:

“Where terms and conditions specified in the Contractor's Bid, Proposal or Quotation differ from the terms in the Solicitation, the terms and conditions in the Solicitation shall apply. Where terms and conditions specified in the Contractor’s Bid, Proposal or Quotation supplement the terms and conditions in the Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the Idaho Department of Juvenile Corrections in writing.”

Ownership or Operation by China.

Pursuant to Idaho Code section 67-2359, the Contractor certifies that it is not currently owned or operated by the government of China and will not for the duration of the Contract be owned or operated by the government of China. The terms in this section defined in Idaho Code section 67-2359 shall have the meaning defined therein.

Insurance Prior to starting work under the Contract, the Contractor must provide certificates of insurance required herein and must maintain the insurance during the entire term of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the requisite time period may be cause for termination of the Contract.

The Contractor shall carry liability and property damage insurance that will protect it and the state of Idaho (the State) from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

The Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated or expires.

9.1 Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

9.1.1 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

9.2 Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

9.2.1 Vendor may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its quote if vendor will not use any owned, hired or non-owned vehicles to conduct business under the contract, if it is awarded the contract, and the Idaho Department of Juvenile Corrections (IDJC) will consider the request. If the vendor submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of quotes, the IDJC may not consider the request.

9.3 Workers Compensation Insurance and Employer's Liability. The Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee. (If you do not have employees, do not have a workers compensation policy, and do not wish to obtain one, advise Jason Urquhart at jason.urquhart@idjc.idaho.gov. The following provision will take the place of this section 9.3 and section 9.3.1 below if noted so in the Contract:

“IDJC Not Responsible for Worker’s Compensation Because the Contractor is engaged in its own independent contracting business and is not an employee of IDJC, IDJC will not obtain or provide worker’s compensation insurance for the Contractor or its employees. The Contractor shall obtain worker’s compensation coverage as required by law for itself and its employees, and shall furnish proof of coverage to IDJC upon request. Failure to provide proof of coverage upon IDJC request may result in termination of the Contract.

If the Contractor is exempt from worker’s compensation insurance requirements, the Contractor acknowledges the obligation to obtain appropriate insurance coverage for the benefit of the Contractor and waives any rights to recovery from IDJC for any injuries that the Contractor may sustain while performing services under the Contract.”)

9.3.1 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the state of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

9.4 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees as additional insured, but only with respect to the Contractor's activities to be performed under the Contract. (These additional insured requirements do not apply to Workers Compensation Insurance and Employer's Liability.)

9.4.1 The Contractor must provide proof of the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

9.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

9.5 Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

9.6 The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees.

9.7 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention's and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability

9.8 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

References IDJC reserves the right to require a list of references. If IDJC identifies to the Vendor that this is required, in order to be considered for award (in part), the Vendor must provide a list of at least three (3) but no more than five (5) references for which the Vendor has provided snow removal within the last two (2) years on a similar scale (or larger scale) to that required in this RFQ. The list must include the client’s business name, the name of a contact that currently works for the client that is familiar with Vendor’s work, and that client’s current business phone number and email address.

Additionally, in order to be considered for award (in part) if IDJC requires a reference list, the Vendor’s references must provide feedback to IDJC that, in its sole discretion, is satisfactory, in particular regarding the Vendor’s quality of work, ability to meet schedules, and communications.

Kick-Off Meeting IDJC reserves the right to require that the Contractor attend a kick-off meeting after award but before the start of services. The meeting, if held, will be in-person in IDJC’s sole discretion. A company officer of the Contractor must attend the meeting.

Award Basis and Term Award will be made to the responsive responsible vendor with the lowest Total Cost, as provided on Exhibit B - Price Sheet.

The term of the Contract shall be one (1) year. Upon mutual, written agreement, the contract may be renewed, extended or amended.

Response Complete Exhibit B – Price Sheet and the signature page, and e-mail, fax, mail, or hand-deliver/courier or submit your quote via IPRO (IPRO LOGIN) so that it is received at the location specified on the Signature Page prior to the deadline established above.

Quotes must be accompanied by a signed State of Idaho Signature Page, and must include all Required Submittal Items (see below).

If submitting via IPRO enter your Total Cost on Exhibit B – Price Sheet in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work REV 1 Exhibit B – Price Sheet REV 1 State of Idaho Signature Page Solicitation Instructions to Vendors State of Idaho Standard Contract Terms and Conditions Exhibit B – Price Sheet REV 1 State of Idaho Signature Page image1.png