Attachment B - Specifications - Pages 1-27.docx

Attachment B – Specifications RFx: 3000025678 Remediation and Emergency Services

Objectives, Overview, and General Information

Objectives & Goals

01.0 The Office of Risk Management (ORM) administers the risk management program for the State of Louisiana (the State). The State of Louisiana intends to establish contract(s) with one or more qualified Contractors to provide remediation and emergency services on an as-needed basis, per the terms, conditions, and specifications in this Invitation to Bid (ITB).

02.0 The State insures approximately 8,000 buildings and has Agencies with business personal property (aka contents) in about 2,300 leased spaces. The Self-Insurance Program encompasses a diverse range of structures, construction types, and occupancy categories. For example, buildings may include single-story offices, storefront properties, multi-story commercial office buildings, large sports arenas, university facilities, prisons, and medical facilities.

03.0 The State seeks a responsive, responsible, qualified, knowledgeable, and experienced Contractor(s) to provide remediation services to all its Departments, Agencies, Boards, Higher Education Facilities, and Commissions. These services shall be provided throughout the entire State of Louisiana.

03.1 The Contractor shall have the staff, equipment, and material resources to respond to remediation service requests from all State entities.

04.0 The contents of this ITB and all provisions of the awarded Contractor’s submittal shall be considered the contract.

05.0 The goals and objectives of this ITB will be to:

05.1 Provide consistency for remediation services used by the State.

05.2 Provide pre-positioned remediation contracts when services are related to a claim under the Self-Insurance Program.

05.3 Provide pre-positioned remediation contracts available to Agencies for remediation work that is not claim-related, should they wish to use the services.

05.4 Provide pre-positioned remediation contracts for both Disaster Events and Non-Disaster Events.

05.5 Obtain remediation services:

05.5.1 to stabilize affected buildings and/or contents.

05.5.2 to prevent additional secondary damage from occurring.

05.5.3 for fire, smoke, flood, sewer back-ups, water damage, etc., 24 hours, 7 days a week, 365 days a year for the State.

05.5.4 provided by the Contractor that is knowledgeable and experienced about the science of water remediation, such as understanding how to calculate the number of air scrubbers or negative air machines needed based on the size of the affected area and the required air changes per hour; trained staff that is experienced in applied structural drying (ASD); and

05.5.5 to resume normal facility operations promptly.

Definitions

The terms below are defined as follows for this ITB.

06.0 Disaster Event – This is a presidentially declared disaster at the time of the services. Examples provided include, but are not limited to, hurricanes, floods, or tornadoes.

07.0 Non-Disaster Event – This can be a local or regional occurrence, which may affect one building or multiple buildings/facilities. Non-disaster event examples include, but are not limited to, windstorms, flooding, freezes, fires, tornadoes, broken water lines, hazardous material cleanup, and explosions.

08.0 Project – The work to be performed due to a specific request for remediation and/or emergency services arising from a Disaster or Non-Disaster Event at a specific site, which involves one or more buildings.

09.0 Agency – When used independently, this term refers to all Departments, Agencies, Boards, Higher Education Facilities, and Commissions of the State and their specific role with the affected property.

010.0 Third-Party Administrator (TPA) – This is the Office of Risk Management’s (ORM) Third-Party Administrator. The TPA handles property damage claims for the State Self-Insurance Program. ORM’s current TPA is Sedgwick Claims Management.

011.0 Applied Structural Drying (ASD) - A scientific approach based on psychrometry to efficiently remove excessive moisture from structural and non-structural building materials. This technique aims to dry materials in place, reducing the need for extensive demolition and accelerating the drying process.

012.0 Psychrometry - The study of the relationship between air, humidity, and temperature, and their effect on materials. This science enables professionals to determine the optimal equipment and duration required for effective drying.

013.0 Mitigation/Remediation – Mitigation/Remediation encompasses:

013.1 Inspection of the damaged area for severity and type of water damage.

013.2 Removing the water and drying the property.

013.3 Cleaning, drying, deodorizing and/or sanitizing salvageable materials.

013.4 Removing items that cannot be dried or are not salvageable.

013.5 The terms mitigation and remediation are interchangeable for this ITB.

Method of Award

014.0 The Office of State Procurement intends to establish contracts with vendors who can provide statewide remediation services to Agencies during disaster and non-disaster situations. However, the State anticipates that no single vendor will have sufficient inventory and/or personnel to meet the requirements of all projects as outlined in this solicitation. In addition, because no one knows where the next disaster may strike, it is impossible to predict which vendors may be inaccessible during a storm or other emergency. Therefore, the State reserves the right to make multiple awards to respond promptly and effectively with the necessary services.

The Contractors may bid on any combination of regions and choose whether to include services for disaster events, non-disaster events, or both. Awards will be made by region and per event type and shall be ranked in order of the lowest responsive, responsible contractor meeting all requirements, qualifications, and specifications. The region map is located under Exhibit 3.

A sealed cost model for both disaster and non-disaster events utilizing the pricing provided in Exhibit 1 (1A-1D) and/or Exhibit 2 (2A-2D) for mandatory items will be used to determine the lowest bidders. The sealed cost models will be available to contractors at the bid opening. If you cannot attend the bid opening, contact Arkeith White at Arkeith.white@la.gov to obtain copies after the bid has opened.

Services

015.0 The Contractor will work closely with the Office of Risk Management or its designees on all projects that involve the Self-Insurance Program.

016.0 The Contractor will also work closely with the Agency.

017.0 The Contractor can expect to perform various types of remediation services. Section 18 includes the most commonly needed services. The services may be due to a disaster or a non-disaster event. The services provided will be available to all Agencies.

018.0 The minimum remediation services that a Contractor must provide include the following:

018.1 Remediation activities required because of fire, smoke, water, hurricanes, flood, mold, and sewer backup

018.2 24 hours per day, 7 days per week, 365 days per year accessibility and onsite response

018.3 Ability to competently respond to multiple building losses on Non-Disaster Events and/or Disaster Events

018.4 Structural drying

018.5 Wood floor drying and preservation

018.6 Water/Wastewater extraction

018.7 Sewage cleanup and remediation

018.8 Removal, haul off, and disposal of building materials that cannot be dried or salvaged

018.9 Floor/Carpet/Rug drying and cleaning

018.10 Structural dehumidification

018.11 Soot/Smoke removal

018.12 Temporary climate control

018.13 Temporary power

018.14 Mitigation/Remediation of buildings and business personal property (aka contents)

018.15 Business Personal Property manipulation, including moving; disassembly/reassembly; removal; inventory; pack-out and temporary on-site or offsite storage; haul off and disposal

018.16 Upholstery cleaning

018.17 Emergency board-up (temporary securing of windows/doors), if requested

018.17.1 The Contractor shall utilize personnel who have knowledge and experience in the trade associated with the temporary/emergency repair.

018.17.2 The work must be accomplished and completed in a manner that does not cause undue additional damage to the building.

018.17.3 Temporary/Emergency repairs must be discussed with the Agency. This discussion should include the extent and method of repairs. Payment for temporary/emergency repairs is the responsibility of the Agency until such time as the field adjuster and examiner have determined coverage is available.

A written, detailed scope of work with cost must be prepared and provided to the Agency and to ORM (if involved). Approval must be extended by the Agency before the work commences.

A. Any emergency board-up/temporary repair that is not covered by insurance is the responsibility of the Agency.

B. Failure of the Contractor to provide a written SOW with cost and receive approval could result in a denial or reduction of payment.

019.0 This ITB does not include document restoration services. Therefore, no services will be paid for document restoration activities under the contract.

020.0 This ITB does not include reconstruction or permanent work. No reconstruction or permanent work services will be paid for under the contract.

Additional Remediation/Mitigation Services:

021.0 Check Yes or No below to confirm whether the Contractor is qualified/certified to perform the following services. If yes, the Contractor will provide copies of all applicable licenses, certifications, and training with the proposal submission or within 5 days of request by the Office of State Procurement (OSP), to be considered for these additional remediation services.

The Contractor shall also provide copies of applicable licenses, certifications, and training within 5 business days of a written request by the Office of State Procurement, the Office of Risk Management, or the using agency, at any future date, while holding a contract for this ITB.

021.1 Lead abatement projects ☐Y ☐N

021.6 Other: if additional space is needed, provide the information as a separate enclosure:

ITB Forms

022.0 The Contractor must use the forms in Exhibits 1 (1A-1D), Exhibits 2 (2A-2D), Exhibit 6, and Exhibit 7 to provide rate/fee schedules, company data, project references, and customer references. No forms created by the Contractor will be used for this ITB.

QUALIFICATIONS AND REQUIREMENTS

Qualifications

023.0 Only responsible contractors who have the knowledge and experience of and are currently engaged in the services described herein will be considered for an award of this ITB. Qualified contractors shall have adequate organization, facilities, equipment, personnel, and other resources necessary to ensure prompt, efficient, and satisfactory service to the State.

023.1 Submission of a bid by the Contractor acknowledges and affirms 23.0.

024.0 The Contractor (as a company, not as any individual within the company) shall have at least 5 years of experience with water, fire, and mold remediation services with projects involving multiple commercial buildings and large commercial facilities.

024.1 Submission of a bid by the Contractor acknowledges and affirms 24.0.

025.0 The Contractor must be able to provide and shall provide all services listed under Sections 15-18.

025.1 Submission of a bid by the Contractor acknowledges and affirms that the Contractor can and will provide these services.

026.0 The Contractor shall be in a sound financial position, qualified to perform the work as specified, and must be primarily engaged in the business of services listed herein and have been in business for the last 5 consecutive years, under the same name, as a licensed vendor or have related equivalent work experience with the State.

026.1 Submission of a bid by the Contractor further acknowledges and affirms that the Contractor has the wherewithal, resources, and experience to fulfill this ITB and affirms 26.0.

Organization Description

027.0 The Contractor shall supply a description of its organization in the bid submission by completing Exhibit 6 - Company Data Sheet. The description shall include, but not be limited to, a brief history of the organization, services provided, and the number of current employees. Failure to submit an organization description may result in the rejection of the bid.

Inspection of Organization and/or Contractor Compliance

028.0 The State reserves the right, before recommending an award, to inspect the facilities and organization or to take any other action necessary to determine the legitimacy of the Contractor’s submittal and its ability to perform all services under this ITB at or above a satisfactory level. The State further reserves the right to reject bids where inspection, evaluation, or other evidence submitted indicates an inability of the Contractor to meet any requirements or to perform the services of this ITB. The decision of ability or inability to meet all requirements and services for the State under this ITB will be at the discretion of the State.

028.1 Section 28 shall not mean or imply that it is obligatory upon the State to make an inspection or inquiry either before or after the award of the contract, but should it elect to do so, the Contractor is not relieved from fulfilling all contract requirements or documents.

029.0 The State reserves the right to remove a contractor from a project, due to poor work performance, failure of a contractor to properly monitor staff or subcontractors for professional conduct, timeliness of service and/or work performed, or failure to comply with requirements under this ITB.

030.0 The Contractor shall, at all times during the contract, remain responsive and responsible. Should the State determine that the conditions of the ITB are not being complied with during the term of the contract or that the services to be furnished do not meet the specified requirements or qualifications, or that performance is untimely, the State may terminate the contract at its discretion.

References

031.0 The Contractor shall complete Exhibit 7 – Remediation Project References and provide at least three commercial remediation projects between 01/01/2021 and the present day that demonstrate the Contractor’s ability to provide services similar to those requested under this ITB. Exhibit 7 – Remediation Project References should be provided as part of the ITB submission. The Contractor shall have 5 days to provide this documentation upon request.

031.1 Although the Contractor may have performed or is currently performing work under the State’s current remediation contract, the Contractor may only use one State project as a reference.

031.2 If submitting a bid for Disaster work, one reference should be for a project of $500,000 or greater.

032.0 All references shall be for services similar in nature and scope to those of the items listed under this ITB.

033.0 The State reserves the right to contact known prior or existing customers of the Contractor regarding the Contractor’s quality of work and responsiveness.

034.0 Failure to submit references may result in the rejection of the bid.

Licenses/Certifications

035.0 The Contractor shall possess all applicable professional and business licenses required to perform services under this ITB. Licenses must be valid at the time of submittal and shall be maintained through the term of the contract and submitted to the State as necessary. Furthermore, for the duration of the contract, the Contractor shall comply with all Federal, State, and Local rules, regulations, and licensing requirements necessary to perform the services and work required under this ITB.

036.0 At a minimum, the Contractor shall provide the following licenses/certifications with the ITB submission by completing Appendix A:

036.1 Mold Remediation License as issued by the Louisiana State Licensing Board for Contractors (LSLBC)

036.2 Ground Owner Operator License issued by LDAF

036.3 Pesticide Applicator Certification issued by the Louisiana Department of Agriculture and Forestry (LDAF). Copies of the certification may be requested by the agency and must be received within 5 business days.

037.0 The Contractor may submit copies of additional licenses or certifications to demonstrate its capabilities further.

Contractor’s Point of Contact Information

038.0 The Contractor shall provide contact information to the State and/or its representatives for the following areas within 5 calendar days of receiving the Office of State Procurement notification of contract award.

038.1 A single contact number to request service. However, if the Contractor has a different after-hours number, it may also be provided.

038.2 A client services contact to address service issues, contract compliance, or similar.

038.3 A billing or account contact to address billing issues.

038.4 Should any of the Contractor’s contact information change during the term of the contract, the Contractor shall provide the updated information immediately to:

038.4.1 Office of State Procurement – Arkeith White

038.4.2 Office of Risk Management – State Risk Administrator, Property

038.4.3 Once a contract(s) is awarded, ORM and ORM’s TPA contact information will be provided. Updates will be provided to the Contractor(s) throughout the contract period if the information changes.

Contractor Requirements

039.0 It shall be the Contractor’s responsibility to be knowledgeable and familiar with all applicable Federal and State laws, ordinances, rules, and regulations that affect the services provided under this ITB, which may apply.

040.0 The Contractor is responsible for completing the work scope in compliance with all applicable Federal and State laws, ordinances, rules, and regulations. Any fines levied due to failure to comply with any requirements shall be the Contractor's sole responsibility. Lack of knowledge by the Contractor will in no way be a cause for relief from responsibility.

041.0 When the remediation scope of work is prepared by or directed by the State, the State’s designee, or a Certified Industrial Hygienist or other expert hired by the State, the Contractor shall perform the scope of work as provided by the entity(ies) listed above. This does not relieve the Contractor of its responsibility to complete the work professionally and responsibly.

042.0 The Contractor shall have safety policies and guidelines in place for the work being performed. The Agency will inform the Contractor accordingly when a project occurs at a state building, facility, or location with unique safety protocols or procedures (e.g., a prison, youth center, medical/research facility).

043.0 The Contractor is responsible for providing a safety officer if the situation requires it.

044.0 In performing any services, the Contractor shall observe all safety precautions so that the Project will not damage or endanger visitors, employees, property, or the public.

045.0 In performing any services, the Contractor shall provide adequate protection to adjacent areas to avoid damage to unaffected components.

046.0 The Contractor shall be responsible for any damage or injury due to any act or negligence attributable to any persons, agents, or subcontractors working under the direction of and/or hired by the Contractor and/or invited by the Contractor to the work site.

Staffing Requirements and Expectations

047.0 The Contractor shall employ sufficient staff that is capable and licensed/certified (as necessary and required) to complete projects and perform the services listed herein.

048.0 The Contractor shall supply a Project Manager (PM) with 5 years or more experience, of which 3 must be as a Project Manager for all projects, to ensure a proper scope has been prepared with appropriate support documentation and to oversee the implementation and completion of remediation activities.

048.1 All projects over $200,000 shall have a Project Manager on-site for the duration of the project.

049.0 Projects under $200,000 will have a Project Manager assigned who will ensure the scope is correctly established and documents are promptly submitted to the State, per the contract. However, the Project Manager may not need to be on-site for all hours of the remediation activities when:

049.1 An Assistant Project Manager (APM) is assigned to oversee the project. Use of an APM is acceptable IF the APM has 5 years of experience as a supervisor in water/fire remediation, and 1 year of that experience was as an APM or PM.

049.2 An Assistant Project Manager has the required skills and ability to ensure the work progresses per the approved scope and the experience to oversee staff members, ensuring productivity and professional conduct.

049.3 Small projects may not require a Project Manager or Assistant Project Manager to be on-site for every hour of the project; however, it is still the Contractor’s responsibility to:

049.3.1 Ensure there is a designated supervisor/lead in charge of the project who is qualified, experienced, and can ensure the work is progressing per the approved scope.

049.3.2 Ensure the designated supervisor/lead has the experience to oversee staff members' work, productivity, and ensure the professional conduct of staff members.

049.3.3 Ensure the designated supervisor/lead has knowledge of the contract and complies with it.

050.0 The Project Manager, Assistant Project Manager, and/or the Supervisor must be available to the State and/or its representatives during the accomplishment of all work phases.

051.0 The Contractor shall provide a resumé of all currently employed Project Manager(s), validating the necessary 5 years of experience. At a minimum, the resumé shall include the length of employment with the Contractor, other jobs in industry or industry-related fields, dates of employment, licenses/certifications, etc.

051.1 If the Contractor does not have a qualifying Project Manager when making a submittal, include letter-size paper with "No Current Qualifying Project Manager” written on it in lieu of a resumé.

052.0 The Contractor shall provide a resumé of all currently employed Assistant Project Manager(s), validating the necessary 5 years of experience. At a minimum, the resumé shall include the length of employment with the Contractor, other jobs in industry or industry-related fields, dates of employment, licenses/certifications, etc.

052.1 If the Contractor does not have a qualifying Assistant Project Manager when making a submittal, include letter-size paper with "No Current Qualifying Assistant Project Manager” written on it in lieu of a resumé.

052.2 Legible copies of all applicable certification(s), registration(s), and/or license(s) of the Project Manager, which demonstrate their qualifications directly related to services under this ITB, shall be attached to the resumé.

052.3 Failure to provide the Project Manager(s) information will be grounds for rejection of the bid.

053.0 Supervisors (remediation or tech supervisors, etc.) shall not exceed a ratio of 1 to 10 without written consent from ORM or its designee.

054.0 The Contractor’s staff performing work that is at a lower rate/position than their normal position must be billed based upon the work performed. For example, if a restoration supervisor or technician performs general labor, they must be billed at the rate for a general laborer.

055.0 Work that falls under general laborer/entry-level technician must be billed as such.

056.0 Unnecessary or over-excessive use of administrative- or clerical-type personnel shall not be considered for billing and invoices.

057.0 It is the Contractor’s responsibility to ensure the appropriate personnel are used to staff the project in the appropriate position and that the project has proper supervision.

Contractor Employee Conduct & Dress Code

058.0 The Contractor shall be responsible for the acts and omissions of its employees, its agents, agents’ employees, and other persons performing any of the work under the contract.

059.0 The Contractor’s employees, its agents, and its agents’ employees will be expected to conduct themselves in an orderly fashion and follow all rules/regulations in place at the project location, such as smoking rules, identification procedures, etc.

060.0 The Contractor’s employees will refrain from using foul, abusive, or profane language on State property.

061.0 The Contractor shall prohibit its employees from disturbing State property not within the employee’s scope of responsibility.

062.0 The State reserves the right to require reassignment of any person or persons employed by or is an agent of the Contractor that fails to conduct themselves in an orderly manner, proves to be incompetent or negligent in the proper performance of their duties, or neglects or refuses to comply with the State entity’s rules/regulations, or fails to comply with directions of the State or its designee. Such people shall not be employed on a State remediation project again without written consent from the Office of Risk Management. The State shall not unreasonably exercise such rights.

063.0 Employees of the Contractor shall be dressed in a manner that identifies them as the Contractor’s employees. The attire worn should not impede the employee’s or others’ safety while working on the Project.

Background & Identification Badges

064.0 The Contractors are encouraged to provide their employees with identification badges.

065.0 Some State locations, such as prison facilities, may require a background check to be performed on all the Contractor personnel who are part of the remediation project. Failure to pass the background check will prohibit an individual from working on the Project.

066.0 The Contractor’s workers will wear/carry on their person an identification badge if required by the facility where the Project is located. At no time should the Contractor employee, agent, or subcontractor be in a restricted area or unsupervised on the property without the Agency personnel present or on the job site. Examples include, but are not limited to, projects at a prison, medical facility, or research facility.

Equipment Requirements

067.0 All equipment and vehicles used shall always be in good repair and operating condition and comply with all Federal, State, and local regulations. All equipment and vehicles shall meet all safety standards established for that piece of equipment. All equipment and vehicles shall be operated and maintained per the manufacturer’s recommendations.

068.0 The Contractor shall provide all supplies and industry-standard equipment sufficient to perform the services herein.

069.0 If the Contractor rents equipment from a rental company for non-disaster or disaster projects, the State WILL NOT REIMBURSE the Contractor for the rental charges. Equipment charges will be based on the rates included in [Exhibit 1B - Equipment Rate Schedule – Disaster] and [Exhibit 2B – Equipment Rate Schedule – Non-Disaster].

069.1 Exception: An exception is for equipment that is not standard or not regularly needed. Some examples of non-standard or not regularly utilized equipment are large desiccants, DX package units, and large generators. The reimbursement for such equipment will be based on an itemized invoice from a rental company plus the scheduled markup once approved by the Office of Risk Management or its designated representative. The State reserves the right to withhold payments until such documentation is provided.

069.1.1 Any rental discount, rebate, refunds received or earned by the Contractor on the equipment rental shall be passed along to the State.

069.2 The Contractor’s use of equipment, machinery, or vehicles from another remediation company will not be considered renting equipment. This equipment shall be paid based on the rates included in [Exhibit 1B - Equipment Rate Schedule – Disaster] and [Exhibit 2B – Equipment Rate Schedule – Non-Disaster].

Remediation Response Requirements

070.0 The State is divided into three regions, as shown on Exhibit 3 - Region Map. The Contractor may bid on any single or combination of regions and/or event types (Non-Disaster Events and Disaster Events).

071.0 It is expected that the Contractor will have the resources in place to respond quickly to any region or event being bid on by the Contractor.

072.0 Most calls for service will come directly from the Agency. However, sometimes, the Office of Risk Management or its designee may call for service if the Agency cannot do so.

073.0 Due to emergencies and the need to mitigate damages, response delays will not be acceptable. Therefore, the Contractor must promptly receive and return calls and be capable of arriving on site with the needed personnel and/or equipment in a timely manner.

073.1 If the initial call for service goes to voicemail or to an answering service, the reply should occur as soon as possible, but not longer than 10 minutes (i.e., make direct contact with the state entity requesting service) and provide an estimated onsite arrival time and work commencement. The return call time is extended to 20 minutes if request is due to a Disaster event.

073.2 If the timeframe for arrival and commencement of work does not meet the Agency’s needs, the Agency may call the next vendor for services.

074.0 When responding to a service call, once the Contractor has viewed the site, the Contractor shall notify ORM’s Third Party Administrator (TPA) and/or ORM while still on site. The current TPA is Sedgwick Claims Management Services. Notification should include the Agency name and location, the Agency representative’s name, the building name where services will occur, a brief description of the incident, and current remediation activities. The TPA may provide additional instructions or request information.

074.1 If the service call occurs Monday-Friday between 7:00 AM CT and 5:00 PM CT, the Contractor shall contact the Sedgwick office at 225-368-3500, while still on site.

074.2 If responding to a call after 5:00 PM CT on Monday-Friday, a holiday, or the weekend AND the remediation activities will not exceed $100,000, the Contractor shall contact the TPA no later than 8:30 AM CT the next business day.

074.3 If responding to a call after 5:00 PM CT on Monday-Friday, a holiday, or the weekend AND the remediation activities will be greater than $100,000, contact Andrew Dumond with Sedgwick at 337-849-9000.

074.4 If unable to contact the State’s TPA on after-hours service, contact Sherry Price with the Office of Risk Management at 225-342-8466 (office) or 580-574-9594 (mobile).

074.5 Failure to make the notification may result in removal from the Project and/or reduction in payment; repeated failure to make notification may result in termination of the contract.

Overview: Assessment / Scope of Work / Estimating

075.0 The Contractor shall provide employee(s) qualified to assess the remediation needs that arose from the loss event which triggered the call for service. Upon arrival at the loss location, the Contractor shall meet with the Agency representative, discuss the loss event, and view the damaged areas.

076.0 The Contractor shall follow the instructions provided in Section 74 and notify ORM’s TPA.

076.1 If insurance will be or might be involved, the State’s TPA will advise when the Contractor makes contact.

076.2 If insurance is involved, the Contractor may need to meet with ORM’s TPA or other designee to view damages.

077.0 When preparing an assessment, scope of work, and/or discussing the Project, it is crucial to correctly identify the building(s) being inspected and remediated. The responsible Agency reports every state-insured building or leased property with contents to the Office of Risk Management. Each building is provided with a State Identification Number.

077.1 Agencies may reference a building differently or change a building name without reporting the change to ORM. When this happens, the building name on file with ORM must be shown on the Contractor’s paperwork. Including an “aka name” is permissible to ensure all parties are referencing the same building should the Contractor wish to do so. For example, the building name may be displayed as Name on File w/ORM (aka name); John Smith Hall (aka School of Behavioral Health).

077.2 The TPA will work with the Contractor to confirm proper building identification.

077.2.1 GPS coordinates are available and can be provided by the TPA.

078.0 The Contractor shall provide an initial assessment with photos, moisture mapping, and readings to document and support the recommended scope of work, including moisture mapping and readings, measurements of the affected area, a diagram, etc.

079.0 Subsequent daily reports with photographs documenting the Contractor’s work, personnel, equipment use, moisture readings, etc., are required for all Projects.

079.1 Reporting frequency may be reduced by ORM or its designee

080.0 Activity codes involving CAT 3 water must be discussed with and approved by ORM and/or its designee since CAT 3 water may have special requirements for disposal, water capture, and disposal location.

080.1 The Contractor shall provide the method for capturing CAT 3 water and the location of disposal for all Projects arising from a disaster event, as this information is required by FEMA.

080.2 The Contractor shall provide the method of capturing CAT 3 water and/or the location of disposal on any project if requested.

081.0 If the Contractor cannot provide or fails to provide any services or documentation or is non-compliant with any items listed within the contract, the State may immediately terminate the contract.

082.0 For most Non-Disaster Events, the Contractor must provide a detailed scope of work within 24 hours after arrival at the loss location for projects equal to or less than $100,000.

082.1 If the Project calls for the use of Xactimate, the Contractor shall provide a Xactimate estimate, which establishes the scope of work to be performed. Remediation work that is based on the Xactimate unit of measurement should be established directly after the Contractor’s initial walk-through/assessment. Examples of this type of work include, but is not limited to, water extraction, cleaning walls, floor cover cleaning or removal, ceiling tile removal. The scope should also include the anticipated equipment usage (days and number of units); e.g., fans, dehumidifiers, air scrubbers. The Xactimate pricing should be included on the scope-estimate, and it should be set up in the same format as outlined in Sections 96.2 - 96.10.3.

082.2 The scope is part of the initial assessment and requires the support documents as listed in Section 78. A completion date for the remediation services must be provided with the Xactimate estimate.

082.3 Anything outside of the established scope will need to be addressed with ORM’s TPA and/or the designee for approval.

082.3.1 If equipment usage tracks to exceed the anticipated usage scope by number of units or by days used, this is a scope change that must be addressed with ORM’s TPA and/or the designee. The reason why drying cannot be accomplished within the anticipated usage scope will be needed.

082.4 When the project is completed, the Xactimate estimate will be updated to reflect the actual equipment usage and/or any agreed-upon changes to the scope.

082.5 If the initial assessment indicates the project will exceed the Xactimate threshold, a written, detailed scope of work (SOW), a Not-To-Exceed (NTE) amount, and a date of completion/project timeline shall be provided within 48 hours of inspection. Reference Exhibit 5 for the NTE form.

083.0 For Disaster Events, the Contractor will provide the same information as for a Non-Disaster Event. However, if the Project involves multiple buildings or a loss exceeding $200,000, a preliminary, verbal SOW can be agreed upon by the Contractor, the Agency, and ORM’s designee to ensure that immediate remediation activities are not delayed. The preliminary SOW should cover the initial phase of remediation activities (e.g., water extraction, furniture blocking, removal and disposal of carpet with sewage, etc.), and a brief email between the parties involved will be issued to memorialize the discussion. A deadline for the written scope of work and a NTE amount shall be established at this time.

083.1 The written scope of work shall follow within the agreed-upon timeframe and must be presented before a SOW beyond what was verbally agreed upon begins.

084.0 When the request for services involves an insurance claim, the Contractor will be provided with a Project Agreement form by ORM’s TPA, reference Exhibit 4. This form will be completed by TPA and provided to the Contractor and the Agency for signature.

084.1 The Project Agreement will be accompanied by the Contractor’s Xactimate Estimate if the Project is $100,000 or less.

084.2 The Project Agreement will be accompanied by a written Scope of Work and a NTE amount if the Project is over $100,000. If the project value exceeds $250,000 and the written scope and approval cannot be completed within 48 hours of the Contractor’s involvement, the Project Agreement can be finalized with deadlines for completing the scope and the NTE amount.

084.3 Exception for the Project Agreement form occurs when the loss event occurs over a weekend or holiday, the cost is $75,000 or less, and the work is started and completed before the next business day. All three of the above criteria must be met. When this occurs, the notification to the TPA accompanied by the Xactimate estimate takes the place of the Project Agreement form.

085.0 All SOWs must be discussed with and agreed to by the Office of Risk Management or its designee when the Project involves an insurance claim.

086.0 All Projects shall be addressed in the following manner:

086.1 Inspect the damaged area for the severity and type of water damage.

086.2 Remediation should be governed by Applied Structural Drying methods/techniques.

086.3 Immediately begin removing standing water (wet vacs, pumps, etc.), if applicable.

086.4 Immediately provide recommendations to ORM’s TPA or designee and the Agency about the condition of carpeting, if present and impacted by the loss event. Provide recommendations as to whether the carpet can be dried; the carpet can be dried; but the pad needs to be removed; or the carpet is not salvageable.

086.4.1 The Contractor and its personnel are expected to have the expertise and knowledge to know how to dry carpet (whether loose-laid or glued-down).

086.5 Promptly begin drying and removal of non-salvageable carpet as approved by ORM’s TPA or designee and the Agency.

086.6 Complete scope of work and reporting documents and submit to ORM’s TPA and/or designee for approval.

086.6.1.1 Time is of the essence to reduce the impact of the loss event on the State’s property, and Agency operations can continue. The Contractor must complete the scope of work promptly, so that approval or changes can be made and other non-salvageable building components can be removed.

087.0 Any work that is not covered by insurance must be agreed upon with the Agency because it will be the Agency’s responsibility to pay for uninsurable remediation work. If a deductible applies to the Project, the Agency will be responsible for that portion. The TPA desk examiner can confirm if a deductible is applicable and the amount.

087.1 When the Agency participates in payment for the remediation services, the Contractor will need to obtain the Agency’s PO Number for inclusion on the invoice.

088.0 The State and/or its designee must approve all SOW, Not-to-Exceed amounts, and Project timelines. Failure of the Contractor to provide a written Scope of Work, Not-To-Exceed amount, and a timeline and obtain approval from ORM and/or its designee may result in a payment reduction or removal from a Project. In addition, repeated non-compliance may result in contract termination.

089.0 Additional SOW and cost must also be approved. Failure of the Contractor to obtain approval before starting the additional SOW with ORM’s designee may result in the cost for the additional work being disallowed in whole or part.

090.0 A Contractor that utilizes a third-party entity to provide moisture mapping and readings will NOT BE REIMBURSED for any charges/billing/cost by the third-party to provide the service or associated expenses (e.g., service fees, travel, per diems, equipment, Subcontractor’s O&P, Contractor’s markup, etc.). The Contractors for this ITB shall be fully qualified and have personnel available to perform moisture readings and mapping, which are integral to remediation work. Work performed shall be billed based on the appropriate position rate on the Contractor’s rate schedule and with the proper labor support documentation.

091.0 When a large value Project occurs, the Contractor may also need to provide Critical Path Projects along with the other items previously listed. The State or its designee will review the Contractor’s Critical Path projection and/or projected completion schedule. Together, the State and/or its designee, the Agency, and the Contractor will mutually agree on a completion date for each building/area affected by a covered event.

092.0 Based on the size of the loss and its complexity, the State may retain the services of a consultant to oversee the remediation work. The TPA and/or ORM will inform the Contractor of the consultant’s name, contact information, and designated representative status. The consultant’s activities may include, but are not limited to:

092.1 Providing oversight, both onsite and offsite, of remediation activities on behalf of the State.

092.2 Reaching agreement on the Scope of Work with the Contractor or providing the Scope of Work for the Contractor to implement, or in some cases, setting the Scope of Work for the Contractor to implement. The Agency will also be a party to the Scope of Work details.

092.3 Ensuring remediation activities are in line with the State-approved Scope of Work.

092.4 Ensuring billing aligns with the approved SOW and complies with the contract.

092.5 Providing direction to the Contractor regarding the State’s expectations and setting up schedules to receive needed documentation.

092.6 Obtaining and reviewing daily/weekly documentation of work performed, reviewing and auditing invoices/billing.

Projects Valued above $100,000 - Scope of Work, Rate Schedules

093.0 Projects valued above $100,000 will be handled and billed by using the Contractor’s Rate Schedules, see Exhibit 1B and Exhibit 2B.

094.0 Previous sections detailed the establishment of the Scope of Work, which applies to projects over $100,000.

095.0 Cost data shall be provided daily to the State or its designee for projects above $100,000.00. Cost data shall be provided on all projects unless the State or its designee extends written permission that the daily cost data submissions may cease or change the submission intervals. The cost data shall be provided in the following form:

095.1 Beginning inventory counts on consumables, materials, and equipment.

095.2 Daily sign-in/sign-out timesheets.

095.3 Daily material usage reports.

095.4 Daily equipment usage reports.

095.5 Ending inventory counts on consumables, materials, and equipment.

Projects valued at $100,000 or Less – Scope of Work, Xactimate Estimates

096.0 Projects valued at $100,000 or less will require a detailed Xactimate estimate. The Xactimate estimate submitted for the initial assessment is used to establish the anticipated scope and cost as discussed in Section 82. Once the SOW is accepted, no additional SOW will be considered unless approved by the ORM’s TPA and/or the designee. This section provides specific estimate set up details required within Xactimate.

096.1 Previous sections detailed the establishment of the Scope of Work for projects utilizing Xactimate. The Xactimate estimate used to establish the scope will be updated at the end of the project to reflect the actual equipment usage (number of days and units). If a scope change or a completion date extension was approved, the Xactimate estimate should be updated to reflect those changes. This document will be included with the final invoices and further detailed in the Project Invoicing section.

096.2 When the Project is $100,000 or less the Contractor shall provide a Xactimate estimate for each building.

096.2.1 The Xactimate estimate shall include the Building Name, State ID number, and claim number.

096.3 When a Project includes contents/business personal property activities, such as cleaning, disposal, and/or pack-out and storage, the Xactimate estimate should be printed out based on coverage. This provides a separate estimate for contents and designates the building housing the contents.

096.3.1 If the remediation services were only for contents, the Xactimate estimate shall include the Building Name, State ID number, and claim number as provided by the TPA.

096.4 A diagram with clear, readable measurements and labels is required.

096.5 The Xactimate estimate should be set up and printed with the following columns: Quantity, Unit price, Tax, O&P (Overhead & Profit), RCV (Replace Cost Value), DEPR (Depreciation), and ACV (Actual Cash Value).

096.5.1 The columns must always be shown on the estimate, even though some will have a $0.00 value.

096.6 The activity description should be printed on the estimate for each line entry.

096.7 The Contractor shall include the Xactimate TAM (Time and Material) report with recap by Category Only.

096.8 The Contractor shall include the Xactimate Recap by Room report.

096.9 The Contractor will provide the Xactimate documents in a PDF format.

096.9.1 If requested by the State or its designee, an exported copy of the Xactimate estimate in an Excel format shall be provided by the Contractor.

096.9.2 The Contractor shall provide a copy of the Xactimate esx file when requested by the State or its designee.

096.10 Xactimate unit cost prices include all labor, labor burdens, materials, and equipment to perform the work. Therefore, there are very few reasons for labor-only entries being made.

096.10.1 Should a reason for a labor-only entry occur, the Contractor must include a detailed F9 note.

096.10.2 Labor-only entries will be reviewed for validity, and if they are duplicative of a unit cost price entry or should not have been used, they will be disallowed.

096.10.3 Duplicative entries for activities and/or overlapping entries are not allowed. It is the Contractor’s responsibility to have knowledge and understanding of the components used in the calculation of the Xactimate unit cost. Failure to use the proper entries or to enter overlapping/duplicative entries will result in removal of the item(s) or a request for corrections by the State or its designee.

097.0 This ITB encompasses services provided 24/7, 365 days per year:

097.1 However, for projects using Xactimate, the Contractor may include a one-time after-hours call-out entry for on-site responses to calls received on the weekends, holidays, or after 5:00PM CT. The Xactimate entry, as of this ITB, is WTR ESRV.

097.2 However, for projects using Xactimate, the Contractor may utilize “after-hours” activity items for work that occurs outside of 7:00AM to 5:00PM CT. It is the Contractor’s responsibility to document and validate that services charged as after-hours were performed outside of 7:00AM to 5:00PM CT and be able to provide such documentation upon request by ORM for consideration of after-hours activity codes usage.

098.0 Remediation services are a single trade.

099.0 Moisture mapping and readings should be performed with documentation provided to validate the Scope of Work.

Subcontractors

0100.0 Services of other remediation companies to augment or supply labor, equipment, or materials or companies supplying temporary labor used by the Contractor are not considered subcontractors. The Contractor is responsible for having the capacity to perform remediation work under the contract.

0100.1 Labor force, materials, or equipment that the Contractor utilizes from other remediation companies shall be billed based on the Rate Schedules awarded under this ITB or if the project is $100,000 or less based on Xactimate unit cost pricing.

0100.1.1 In addition, the person must be qualified for the position billed and have the necessary licenses or certification (if applicable), e.g., Project Manager, Certified Mold Technician, Remediation Technician, etc.

0100.2 If the Contractor partners with or utilizes the service of another remediation company, it is the Contractor’s responsibility to ensure all work is performed per the awarded contract. All labor, equipment, and materials will be billed in accordance with the awarded contract.

0100.3 Should the Contractor partner with or utilize the services of another remediation company, the Contractor shall have the appropriate management member from the Contractor’s organization ensure the Project is being handled per the contract. The State will not pay for duplicative management of the Project.

0100.4 In no way does the Contractor’s use of another remediation company’s services obligate the State to the other remediation company in any form whatsoever, including but not limited to expenses the other company may incur or for service charges outside of the awarded contract.

0100.5 All invoicing and billing should come through the Contractor, and it is the Contractor’s responsibility to ensure all charges are in line with all terms and conditions of this ITB.

0100.6 Any compensation the other remediation company receives is between the Contractor and the other remediation company.

0101.0 The use of subcontractors should be extremely limited under the contract. The Contractor shall identify each required or anticipated subcontractor who will perform services on a Project.

0101.1 Example of when a subcontractor might be allowed: agency asked…