Attachment 1 - Specifications and Additional Requirements rev 1.26.24.pdf

ATTACHMENT 1 - SPECIFICATIONS AND ADDITIONAL REQUIREMENTS

1. Scope of Work. Contractor shall perform the following Work:

1.1 Overview. The Contractor shall provide fuel system maintenance services (the “Work”) on a scheduled and/or on call basis. Work includes but is not limited to: Regularly scheduled inspection, certification, maintenance, testing, repair, and replacement of fuel system components, as well as mitigation, response and recovery from damages related to emergency events. Services will be for a five (5) year period of time.

1.2 General Service.

1.2.1 Contractor shall employ qualified and certified full-time representatives that are technically trained and experienced in providing inspection, certification, maintenance, testing, repair, and replacement of fuel system components in accordance with all applicable Federal, State and Local regulations. Contractor shall not subcontract any of the Work performed under this Contract without written permission from the county authorized representative.

1.2.2 Contractor must, at the expense of the Contractor, provide all equipment, labor and materials including management, mobilization, tools, fuel, oil or lubricant and personal protective equipment at Work sites. Contractor shall, at the expense of the Contractor, handle, transport and dispose of all debris created during Work in a manner that is compliant with all applicable Federal, State and Local regulations. Contractor is responsible for acquiring all necessary licenses and permits to perform the work.

1.2.3 Contractor shall ensure that all equipment and work practices are in compliance with all requirements and standards as specified by the Occupational Safety and Health Administration and the Environmental Protection Agency. Contractor shall strictly comply with all Federal, State and Local regulations including, without limitation, the Americans with Disabilities Act. The County shall have the right to inspect any material or equipment to be used to provide Work under the terms of this contract. Contractor shall make every effort to ensure that material and equipment to be used to provide Work under the terms of this contract is in safe and fully operable condition at all times.

County does not assume any responsibility for the availability of any materials or equipment required to perform the Work outlined in this Contract. Contractor will provide all proper safeguards and shall assume all risks incurred in performing the Work under the terms of this Contract.

1.2.4 Scheduled and on-call fuel system services shall be requested and coordinated by the designated County Authorized Representative on an as needed basis.

● The County makes no guarantee, warranty or representation of a minimum amount of Work to be performed under this Contract.

● Contractor must notify the County Authorized Representative upon arrival at Work sites and again upon completion of Work prior to departure. Contractor shall arrive at the Work site with all equipment and personnel necessary to complete Work within two (2) hours of notification by the County of the need for emergency or on-call fuel system services.

● County reserves the right to increase or decrease the frequency of service as well as to add or reduce facilities or components of fuel systems at existing facilities receiving Work at its sole discretion.

● Contractor shall perform Work in a manner that is the least impactful to building occupants.

1.2.5 Contractor must be available to provide Work outside business hours in order to access fuel system components that may not otherwise be accessible during business hours. Business hours are defined as 8:00am to 5:00pm during the standard business work week (Monday through Friday).

1.2.6 Contractor shall adhere to scheduled appointments made with the County. In the event that the Contractor will be unable to arrive prior to the start of scheduled appointments, the Contractor shall advise the County Authorized Representative of their inability to keep their scheduled commitment no less than four (4) hours prior to the scheduled start of the appointment.

1.2.7 Contractor must not perform any Work unless specifically authorized by the County and given notice to proceed with an assigned work task number. Contractor must include the correct work task number on all subject matter correspondence between the Contractor and the County. Email is the preferred method of correspondence between the County and the Contractor. Contractor shall include on the email subject line in correspondence to the County the following information:

● Work task number

● Facility location code (List of facilities and codes will be provided to the

Contractor by the County)

● Brief description of Work performed

● Name of Contractor

● Reason for correspondence

1.2.8 Contractor must provide the County Authorized Representative a brief written assessment of each fuel system for which they have provided Work within twenty-four

(24) hours of having completed the Work. Assessment information shall include, but is not limited to any situation or circumstance that is preventing or has the potential to prevent the fuel system from operating as designed, and a list of damage to, or parts missing from, any portion of the fuel system.

1.2.9 Contractor shall supply the County with primary and secondary phone numbers and email addresses that will reach a live person twenty-four (24) hours a day, Seven

(7) days a week, three hundred sixty-five (365) days a year. In the event that the listed County Authorized Representative is needed and is unavailable by phone or email, Contractor will contact Multnomah County Facilities Dispatch at fmdispatch@multco.us or 503-988-3779.

1.2.10 Completed Work shall meet industry best practices and the specifications of the Contract (the “Standards”), whichever is more stringent, as determined by the County Authorized Representative. In the event that the Work provided has not met the Standards as determined by the County Authorized Representative, the Contractor shall return to the Work site within two (2) hours and complete Work to meet the Standards at no additional cost to the County.

1.2.11 Fire hydrants, shutoff valves, speed bumps, trees, shrubs, fences, overhead utility lines, extruding curb points or similar obstacles may not be made highly visible by the County. Any damage by the Contractor to such items must be reported to the County immediately and the report shall include the estimated schedule for repair or replacement by the Contractor to a minimum standard and condition of the damaged item prior to the occurrence of the damage at the Contractor’s expense.

1.2.12 Contractor shall notify the County, within twenty-four (24) hours of the occurrence/incident of any accidents and injuries occurring on the jobsite and furnish the County with copies of all reports and documentation regarding the accident and/or injury. If any reports and documentation are forwarded to any other interested parties, Contractor will provide one copy to the County in a coinciding manner.

1.2.13 Contractor shall provide job hazard analysis and safety plans prior to project mobilization including Safety Data Sheets (SDS) for all chemicals and products used during the course of the Work, if requested by the County.

1.2.14 Contractor must provide copies of a valid United States issued driver’s license and proof of insurance for all drivers that will be operating licensed motor vehicles or heavy equipment on County property. All equipment operators shall be trained, licensed, and shall operate their equipment and perform all required Work in a safe, effective and efficient manner.

1.2.15 Contractor agrees to remove any of its employees from County sites who in the sole opinion of the County Authorized Representative are guilty of improper conduct or incapable of performing the required Work under the terms of the Contract.

1.3 Contractor Requirements.

1.3.1 Sheriff’s Background Check. All Contractor employees who will perform Work under this Contract may be required to pass a Multnomah County Sheriff's Office Records Check Authorization. The County Contract Administrator will contact Contractor to complete the Records Check Authorization process prior to Contractor proceeding with the Work. Any prior felony conviction will eliminate Contractor's employee's ability to work under this Contract. Each authorized Background Check is valid for twenty-four (24) months from the original date of approval. The County must be notified immediately of any felony or misdemeanor conviction which occurs during the 24-month period by any of Contractor's employees who have previously passed a Background Check. Failure of Contractor to notify County of any felony or misdemeanor conviction may result in the termination of this Contract, with the County having no further obligation to the Contractor.

1.3.2 Correctional Facility Work Rules. All Contractor personnel shall follow the Multnomah County Correctional Facility Work Rules when working in any detention facility. A current copy of the Correctional Facility Work Rules will be provided to Contractor by the Multnomah County Contract Administrator and must be acknowledged and signed by Contractor prior to Contractor proceeding with the Work.

Contractor and Contractor's personnel shall follow all of County's established security procedures while working in the facility including training and the signing of any documents acknowledging the receipt and understanding of training or any other agreements proffered by Sheriff's department personnel to allow access to secured facilities. Contractor may request to view copies of the required materials at any time.

1.4 Confidentiality.

1.4.1 All information and documents contained within the Work site (“Confidential Information”) shall be considered privileged and confidential and shall be treated as such by the Contractor and its personnel. Any disclosure of Confidential Information or removal of any property from the building by Contractor personnel may be cause for immediate termination of this Contract.

1.4.2 Any liability, including, but not limited to, attorney’s fees, resulting from any action or suit brought against the County as a result of the Contractor’s and/or its personnel’s willful or negligent disclosure of Confidential Information shall be borne by Contractor.

1.5 Publicity. Any publicity giving reference to Work covered by the Contract, whether in the form of press releases, brochures, photographic coverage, or verbal announcements, requires prior written approval from County Authorized Representative.

1.6 Sustainability.

1.6.1 Contractor shall utilize and encourage the use of energy efficient appliances.

1.6.2 Contractor shall plan for route optimization in providing services.

1.6.3 Contractor shall make a reasonable effort to include diverse suppliers, vendors, and subcontractors in the conduct of your business and supply chain.

1.7 Applications for Payment. Contractor shall submit applications for payment in accordance with the following:

1.7.1 Billing Invoice Deadlines. Contractor shall submit invoices within thirty (30) calendar days after the Work is completed.

● Exception - Work which occurred within the month of June. Submit invoice no later than July 15th. Reason: processing for County Fiscal Year end deadlines.

● Exception – Work which is ongoing before and after June 30th. Submit partial billing for all Work which occurred on or before June 30th. Note billing clearly as partial billing through June 30th. Reason: processing for County Fiscal Year end deadlines.

1.7.2 Contractor shall be paid for the Work on the following basis: Upon acceptance of Work.

● Payment will be made after acceptance, by the County, of completed Work.

● County will not pay reimbursable expenses.

● Time and materials will be billed per the rates in the Contract.

1.7.3 Contract Price Adjustment. Contract may be adjusted annually.

● No increase in any fee, cost, price, or other rate charged by Contractor to County (“Rate”) shall occur during the first year of the Contract. Thereafter, such Rate may be increased once per annum, but no increase in any Rate shall occur unless Contractor provides written notice of such Rate increase to County’s Authorized Representative at least sixty (60) days prior to an anniversary date of the Contract. For the second year of the Contract, the increase allowed in this paragraph shall be limited to the lesser of (i) three percent (3%); (ii) the increase in Contractor’s published rates charged to all clients for the fully loaded services similar to the Work described herein; or (iii) the percentage increase in the published U.S. Department of Labor Consumer Price Index for All Urban Consumers (CPI-U), U.S. City Average, All Items, not seasonally adjusted, 1982- 1984=100 reference base (Series Id: CUUR0000SA0) (“CPI”) as of the anniversary date over the published CPI prior to the commencement date of the Contract. In subsequent years, the increase allowed in this paragraph shall be limited to the lesser of (x) three percent (3%); (y) the increase in Contractor’s published rates charged to all clients for services similar to the Work described in the Contract; or (z) the percentage increase in the published CPI between anniversary dates.

● Further, County shall be given the immediate benefit of any Rate decrease.

Contractor shall promptly notify County’s Authorized Representative of the amount and effective date of such decrease. This decrease shall apply to orders placed on or after the effective date of the decrease. Invoices shall reflect prices in effect on the date the order was placed with the Contractor.

1.7.4 Invoicing. Upon completion of the project, Contractor shall submit an invoice to the following:

Multnomah County Attn: DCA Finance Hub – FPM 501 SE Hawthorne Blvd, Ste 400 Portland OR 97214-3586

Alternatively, Contractor may submit an electronic invoice in lieu of a paper copy if they choose to complete the prerequisite to do so. Contractor must submit either paper or electronic invoices but not both.

All invoices shall contain the following information:

● Building number

● Building name

● Work order number

● Project Manager

● Name and number of Contractor employees required to perform the Work

● Hours worked per employee to perform the Work

● Materials needed to make repairs

● Materials markup (if any)

● Written summary of the Work to be performed and any other pertinent information

ATTACHMENT 2 - BID FORM

Fuel Systems Maintenance and Repair Services

Base Hourly Rate:

Emergency Hourly Rate:

**Overtime/Holiday Hourly Rate

***Materials Mark- Up

Mark-Up for Subcontracting

Contract Award will be made using the following formula:

● (Base Hourly Rate x 1,500 hours) $

● + (Emergency Hourly Rate x 50 hours) $ ______________

● +(Overtime/Holiday Hourly Rate x 50 hours) $ ______________

● + [($5,000 in Materials x % Mark-Up) + $5,000)] $ ______________

● + [($500 in Subcontracting x % Mark-Up) + 500)] $ _______________

= TOTAL QUOTE $ ______________

**Overtime/Holiday Rate shall be defined as work performed before 8:00am and after 5:00pm Monday through Friday, all day Saturdays, all day Sundays and all day on County observed Holidays.

***Materials invoiced shall be at the Contractor’s net acquisition cost; and if available, the Contractor shall include a copy of its invoice for the materials with its invoice to the County.