Citywide_Moving_Services.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

240229

CITYWIDE MOVING SERVICES

Due Date: Wednesday, October 30, 2024

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/107206

PUBLISH DATE: October 8, 2024 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 240229

BUSINESS SERVICES DEPARTMENT Page 2 of 51 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Trina Miller

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4135

Attachments:

A - Offer and Acceptance C - Price Page

E - HUD-5369-B

F - HUD-5370-C

G - Section 3 (FY25)

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 240229

TITLE: Citywide Moving Services

SUBMITTAL DUE DATE: Wednesday, October 30, 2024 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Tuesday, October 15, 2024

TIME: 10:00 am LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRTUAL MEETING

Or Dial in by phone

+1 213-293-2303,,434366387# United States, Los Angeles

Find a local number

Phone conference ID: 434 366 387#

QUESTIONS SHALL BE DIRECTED TO: Trina Miller

(520) 837-4135 trina.miller2@tucsonaz.gov

Posted Date: Tuesday, October 8, 2024

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTBlM2YyNDYtOTdmZS00MjgxLThhZGUtZmY1YTY4NTk2OGQ1%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22311efc6e-29bf-40d3-a978-949fa972317c%22%7d tel:+12132932303,,434366387 https://dialin.teams.microsoft.com/2c60b41f-ade1-4bcb-8fa6-36d6e327015e?id=434366387

BUSINESS SERVICES DEPARTMENT Page 4 of 51

B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified Offerors to establish an annual requirements contract with multiple Contractors to provide for Citywide moving services, on an as-needed, if-needed basis and per the Scope of Work herein. The Contract will be Citywide and available for use by all City Departments.

United States Department of Housing and Urban Development (HUD) funding will be utilized for the services at City public housing units and complexes under the resultant Contract. Therefore, the services under the resultant Contract are subject to the HUD and Section 3 terms and conditions which are included as attachments to this Solicitation and will be incorporated into the resultant Contract. These terms and conditions cannot be modified or negotiated. By submitting an Offer, the Offeror must agree to abide by the Federal terms and conditions included as attachments to this Solicitation.

B.2. Contact Information

Trina Miller Contract Officer Email: trina.miller2@tucsonaz.gov Phone: (520) 837-4135 Department:

Agency/City Wide

B.3. Timeline mailto:trina.miller2@tucsonaz.gov tel:(520)837-4135

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Release Project Date October 8, 2024

Pre-Proposal Meeting (Non- Mandatory)

October 15, 2024, 10:00am

Agenda

MICROSOFT TEAMS VIRTUAL MEETING

Question Submission Deadline October 22, 2024, 5:00pm

Proposal Submission Deadline October 30, 2024, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTBlM2YyNDYtOTdmZS00MjgxLThhZGUtZmY1YTY4NTk2OGQ1%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22311efc6e-29bf-40d3-a978-949fa972317c%22%7d

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C. SCOPE OF WORK

C.1. SERVICE REQUIREMENTS

A. The Contractor will be responsible to provide the City with facility moving services for all City departments and residential moving services for tenants of City public housing units and complexes in the City’s Housing and Community Development (HCD) Department’s portfolio, on an as-needed, if-needed basis.

B. The Contractor will be responsible to move a variety of items including but not limited to the following:

1. Office documents (e.g., books, files, records, etc.);

2. Office equipment (e.g., computers, photocopiers, printers, etc.);

3. Office furniture (e.g., bookcases, chairs, desks, file cabinets, shelves, etc.);

4. Household items, such as appliances and various household property owned by the tenants of City public housing units and complexes.

C. It is anticipated that modular furniture moves, including the disassembly and reassembly of modular furniture, will not be performed under this Contract. However, the City reserves the right to move modular furniture under this Contract.

D. Prior to the Contractor scheduling a move, the Contractor must:

1. Physically assess/inspect each proposed move;

2. Provide a written quote to the requesting City Department's Contract Representative and/or City designee in accordance with the Price Page attached herein;

a. The written quote must be specific to a particular job;

b. The written quote will not be an estimate;

c. The final bill will not exceed the quoted amount, with the possible exception of the Contractor's additional expense of fumigating the truck, as per the Scope of Work, "Specific Requirements for Residential Moves", M., "Pests".

3. Obtain the approval from the requesting Contract Representative and/or City designee that the move may be scheduled to commence and be completed by the Contractor.

E. Prior to the move date, the Contractor will:

1. Agree upon and establish a move date, start time, and completion time frame in cooperation with the Contract Representative and/or City designee;

2. Coordinate supplying packing items with the Contract Representative and/or City designee to ensure that sufficient time is given between receipt, packing, and the move date;

3. Provide all necessary boxes, tape, and packing material, if needed, to a specified location;

4. Notify the Contract Representative and/or City designee of any necessary special arrangements;

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5. Coordinate, if necessary, street parking, access to parking lots, and traffic lane shutdowns with the appropriate City departments, such as Park Tucson and the Department of Transportation and Mobility’s Traffic Engineering Division;

6. Schedule and provide sufficient time, personnel, equipment, and vehicles to fully complete a move within the agreed upon time frame;

7. Within twenty-four (24) hours of a scheduled move date, the Contractor will confirm the scheduled move with the Contract Representative and/or City designee.

F. The Contractor must be prepared to move at the specified scheduled start time.

1. Contractor “prepared to move” is defined as all required Contractor personnel are present at the site, any parking or right of way issues have been resolved, moving trucks are parked and ready for loading, and all necessary equipment is on site.

G. The Contractor will provide consultation with the Contract Representative and/or City designee to include but not be limited to the following:

1. Answer any questions;

2. Explain labeling and coding systems;

3. Provide information about the move.

H. The Contractor will move all designated items to a specified location.

I. The Contractor will remove doors from doorways when necessary to complete a move.

J. The Contractor will cover and protect all floors, walls, and doorways at the pick-up and delivery locations from all possible damage.

1. In City facilities, the Contractor must comply with any requirements for the protection of that building.

2. For leased facilities, the Contractor must coordinate the move with the property management company.

K. The Contractor will place items moved in the new location, as directed by City personnel or tenant.

1. Items will be placed one (1) time unless the placement interferes with safe moving practices.

L. Computer and Electronic Equipment

1. When moving computer and/or other electronic equipment, the Contractor must secure the computer and electronic equipment in a padded box or other suitable container.

2. If the computer and/or other electronic equipment is to be loaded onto a moving truck, the Contractor must secure the computer and other electronic equipment onto appropriate carts.

a. The computer and/or other electronic equipment must remain on the carts during loading, transport, and unloading.

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b. At no time will the Contractor leave computer and/or other electronic equipment in a moving truck for an unreasonable length of time.

c. When outside temperatures are warm or hot, all computer equipment must be loaded onto the moving truck last and unloaded first to avoid heat damage.

M. The Contractor will complete the moving of all items within the scheduled timelines that both the Contractor and Contract Representative or City designee agreed upon prior to the scheduled move date.

1. In the event a move exceeds the scheduled end time, the Contractor will continue to work until the move is complete and at no additional cost to the City.

2. At no time will the Contractor allow a move to remain incomplete to serve another client unless the initial delay was caused solely by City personnel.

N. The Contractor may participate in a final walk-through at the completion of each move.

C.2. SPECIFIC REQUIREMENTS FOR RESIDENTIAL MOVES

A. The Contractor will disassemble, pack, transport, unpack, and reassemble household items.

1. Additional services performed by the Contractor may include the disconnecting, dismantling, removing, assembling, and installation of relocated household appliances and other household property.

B. Scheduled Moves

1. A maximum of three (3) moves may be scheduled in one (1) day if the moves are from one

(1) building or site to a building or site at another location.

2. A maximum of six (6) moves may be scheduled in one (1) day if the moves occur within the same building or location.

3. Upon prior arrangement and agreement by both the Contractor and the HCD Contract Representative and/or City designee, moves in addition to the maximum amounts indicated above may be scheduled in one (1) day.

4. In the event multiple moves are scheduled in one (1) day, the Contractor will provide adequate separation of tenant belongings.

a. Separate trucks may be used to guarantee separation of tenant belongings.

5. All moves will be performed between the hours of 7:00 a.m. and 4:00 p.m., Monday through Saturday. Any moves performed outside these specified times and days of the week must be approved by the HCD Contract Representative and/or City designee prior to the scheduled start date.

C. The Contractor will be responsible for all tenant items to be moved from the time the move is started to its completion. Tenant items to be moved must not be left unattended in elevators, hallways, on trucks, or in units.

D. Upon request by the HCD Contract Representative and/or City designee, the Contractor will have a representative available on-site for tenants and HCD Department personnel to answer questions and/or respond to requests.

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E. Packing

1. The Contractor will pack items with care so as to avoid breakage or damage to tenant property.

2. Boxes will be packed and labeled by general contents and identified by room.

a. Boxes containing items with apparent preexisting damage will be identified as such in writing prior to the move.

b. If prior to the move the items are not identified as having apparent preexisting damage, the Contractor may be responsible to repair or replace the damaged item(s).

3. The Contractor may inspect any packing accomplished by the tenant to determine that the quality of the packing is satisfactory and appropriate for the move.

a. In the event that the Contractor determines that items packed by the tenant are not satisfactorily packed, the Contractor will unpack and repack the tenant items.

b. In the event that the tenant refuses to allow the Contractor to inspect or repack any tenant item, the Contractor may refuse to move that respective tenant's item.

c. If a tenant refuses to allow the Contractor to inspect a tenant's packing or to repack any tenant item that the Contractor determined was unsatisfactorily packed by the tenant, the Contractor must inform the Contract Representative and/or City designee immediately.

4. In the event the condition of a box is questionable, the Contract Representative, City designee, Contractor, or tenant may request that the contents be removed and inspected prior to move completion.

5. The Contractor will be liable for the items transported, regardless of who packed the items.

6. The Contractor will identify in writing, the specific condition of furniture prior to the move.

a. The Contractor may be responsible to repair or replace damaged furniture if the apparent preexisting damage is not identified in writing prior to the move.

F. The Contractor will not be responsible for disconnecting and reconnecting washing machines and clothes dryers unless the Contractor chooses to perform these services and notes them in the initial walk-through with the Contract Representative or City designee.

G. The Contractor may exclude disconnecting and reconnecting electronic items, such as entertainment centers, if the exclusion is noted in the initial walk-through with the Contract Representative or City designee.

H. Inventory List

1. The Contractor will provide the tenant and Contract Representative or City designee with a written inventory of the items to be moved to the new location or to be moved and placed in storage.

2. The written inventory items will include but not be limited to the following:

a. All items in the household and yard, such as appliances, electronic equipment, lamps, and special/unique items (e.g., antiques and collections);

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b. All large articles of furniture, such as bedroom furniture, chairs, desks, dining sets, large room size rugs, sofas, tables, and wall units.

3. The Contractor will document the condition of items on the inventory list.

a. The documented condition of items will include but not be limited to the size and location of all existing damage (e.g., dents, gouges, scratches, tears, etc.) that may be necessary to identify existing defects and differentiate from preexisting damage verses damage caused during the move.

4. The Contractor will request the tenant review and sign the inventory list on the day of the move. The Contract Representative or City designee may facilitate the tenant's review and signature of the inventory list.

I. The Contractor will move all items within the specified unit and yard, with the exception of the following:

1. Any item a tenant prefers to move personally;

2. Any item not covered by the Contractor’s insurance policy or license, such as hazardous materials;

3. Ammunition;

4. Firearms;

5. Perishable items such as food;

6. Pets.

J. The Contractor will secure pictures, shelving, and other tenant items upon request by the Contract Representative, City designee, or tenant.

1. The Contractor may exclude removing and rehanging pictures and shelves if the exclusion is noted in the initial walk-through with the Contract Representative or City designee.

K. The Contractor will level items, if needed, when placed in the new location.

L. The Contractor must complete written documentation of any and all boxes that the tenant requests remain unpacked.

1. The written documentation of any and all boxes the tenant requests remain unpacked will include the date of the move completion date.

2. The Contractor and tenant will sign the documentation completed by the Contractor of the boxes the tenant requests remain unpacked.

M. Pests

1. The City intends to fumigate units within forty-eight (48) hours of the move start date, if needed, to prevent pest issues.

2. In the event that a residential unit is determined to have a pest infestation during the Contractor’s inspection, the Contractor must report the infestation to the Contract Representative or City designee prior to scheduling the move.

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a. The Contract Representative or City designee will take the appropriate measures to correct the infestation within a reasonable time period.

b. The proposed move will be placed on “on hold” status until the infestation is resolved.

3. In the event pests are discovered while the residential unit is being packed, the Contractor must discontinue packing and notify the Contract Representative or City designee immediately.

4. In the event pests are discovered after the truck is partially loaded, the Contractor will continue packing and complete the move.

a. After approval by the Contract Representative or City designee, the Contractor may add the expense of fumigating the truck to the invoice.

N. Damage - In the event that Contractor’s personnel becomes aware of possible and/or any known damage to tenant property, regardless of how minor it may appear, to tenant property, the Contractor’s personnel must immediately notify the on-site City personnel of the possible and/or known damage.

1. On-site City personnel will assist the tenant in property inspection and then inform the Contractor of any identified damage.

2. The Contractor will complete written and photographic documentation of any known damage to tenant property on the same day the damage is identified.

3. The Contractor will provide the written and photographic documentation of the damage to the HCD Contract Representative and/or City designee within twenty-four (24) hours of the identification of the damage.

O. Storage - The Contractor may provide storage of personal property for a period not to exceed twelve (12) months upon request by the Contract Representative or City designee. The City reserves the right to require storage of personal property in excess of twelve (12) months as the City deems necessary.

P. Tenant Responsibilities - Tenants of residential units who receive moving services under this Contract will be responsible for the following:

1. The tenant will clean out the refrigerator and freezer for any refrigerator and/or freezer that is to be moved.

2. The tenant will pack and transport any item that the Contractor is excluded from handling (e.g., ammunition, firearms, perishable items such as food, pets, any item a tenant prefers to move personally, and any item not covered by the Contractor’s insurance policy or license, such as hazardous materials).

3. The tenant will clean all dishes and clothing, dispose of garbage, and remove other unwanted items from the unit.

4. The tenant will review and sign the inventory list that the Contractor provides to the tenant on the day of the move.

5. The tenant may file a claim for an item that has been damaged, lost, or stolen, after the claim has been reviewed by the Contract Representative.

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C.3. REQUESTING CITY DEPARTMENT RESPONSIBILITES

The requesting Contract Representative or City designee will be responsible for the following:

A. Provide the Contractor with a list of items to be moved for each move.

B. Request, receive, and review a written quote from the Contractor in accordance with the Price Page attached herein.

1. Determine if the quote is acceptable;

2. If the quote is acceptable/approved, notify the Contractor that the move may be scheduled to commence and be completed by the Contractor.

C. Agree upon and establish a move date, start time, and completion time frame in cooperation with the Contractor.

D. The City will attempt to provide a minimum of four (4) days’ notice of each individual move.

1. There may be occasions when a four (4) days’ notice may not be possible; however, this will be the exception.

E. When possible, the Contractor will be given a thirty (30) days' notice prior to large moves.

1. Residential Moves Requested by the City HCD Department: "Large moves" are defined as preplanned multiple unit moves of greater than three (3) multiple bedroom units, six (6) or more studio or one (1) bedroom units in a single day, or a project that will require multiple moving crews on an ongoing basis over a specific period of time.

F. Prior to the move start time:

1. Arrange for the use of elevators at the origin and destination, if needed;

2. Ensure maintenance and security personnel are available at the origin and destination, if needed;

3. Provide personnel at each move to answer questions and ensure that items are delivered to proper locations, if needed;

4. Be prepared to move at the specified start time.

a. City “prepared to move” is defined as having all items to be moved packed and labeled, all office machinery disconnected, use of elevators and security arranged, and knowledgeable City personnel readily available to answer questions and provide the Contractor with general guidance.

5. Facility Moves

a. City personnel will pack contents of bookcases, desks, and files, as well as personal effects and small objects, as required, in boxes or other containers provided by the Contractor.

b. City personnel will disconnect any computers, printers, and any other office machinery.

c. City personnel will code and mark all office equipment, furniture, boxes, and other articles to be moved as instructed by the Contractor.

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G. Upon completion of a facility move and unless otherwise agreed upon by both the Contractor and Contract Representative or City designee, City personnel will:

1. Unpack the contents of the boxes or other containers;

2. Reconnect any computers, printers, and any other office machinery.

H. City HCD Department

1. For residential moves, the HCD Contract Representative or City designee will inform the tenants of any pertinent information regarding the moving process, including information provided by the Contractor.

2. Within seven (7) calendar days of the move completion date, the HCD Contract Representative or City designee will provide written notification to the Contractor of any damage to items packed in boxes that the tenant requested remain unpacked.

C.4. CONTRACT COMPLIANCE

A. City departments will each designate a Contract Representative and/or City designee to serve as a consultant to monitor adherence to the Contract and ensure the City receives all contracted services and work performed is to the City's satisfaction.

1. Department Representative

a. Responsible for routine direct coordination with the Contractor and Contractor's employee(s) by requesting and scheduling services, providing or coordinating access to buildings and sites, providing technical assistance and support, monitoring of Contractor performance, and discussion and resolution of performance problems.

2. Department Management

a. Designated as the City's Contract Representative, responsible for overall Contract administration and compliance, documenting Contractor performance, resolving performance issues unresolved at the first level, and coordination with the City's Procurement Division.

B. The Contract Representative or City designee will give final approval on all work performed under this Contract. If in the opinion of the Contract Representative or City designee, performance becomes unsatisfactory, the Contract Representative or City designee will notify the Contractor within forty-eight (48) hours of identification of a deficiency.

C. Should the Contractor fail to correct deficiencies within the time frame specified by the Contract Representative or provide an acceptable reason why more time is necessary for correction, the Contract Representative may have that service performed by City personnel or by a separate Contract.

D. The Contract Representative or City designee will have the authority to stop work whenever such stoppage may be necessary to ensure the proper execution of services. The Contract Representative or City designee will also have the authority to reject work and materials that do not conform to the Contract specifications and make decisions regarding questions which arise in the execution of work.

E. The Contractor must understand and agree to the City’s work priorities and management techniques. Upon request or as necessary, the Contract Representative or City designee may accompany the Contractor to work areas to further describe or clarify service methods and priorities.

C.5. CONTRACTOR PERFORMANCE

A. City departments will utilize the following steps when monitoring the Contractor's performance:

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1. On-Site Monitoring

a. The Contract Representative or City designee will monitor Contractor performance at any time during any service call, through the use of observation, discussion, and technical assistance, and may use the Contract, personal expertise and judgment, inspection, observation, and independent testing to draw conclusions about the performance of the Contractor.

2. Inspection of Equipment, Parts, Materials, and Supplies

a. The Contract Representative or City designee may conduct inspection or testing of any and all equipment, parts, materials, or supplies provided by the Contractor to verify Contract requirements regarding compliance with manufacturer’s specifications, if applicable.

3. Independent Inspection or Audit

a. Notwithstanding any other audit clause in this Contract, the Contract Representative or City designee may at any time conduct a review, inspection, or audit of the Contractor's work or performance related to any Contract requirement.

4. Documentation of Performance Monitoring Results

a. The Contract Representative or City designee will provide the results of any Contract monitoring activities or tests, either verbally or in writing, to the Contractor.

B. The Contractor must adhere to and cooperate with the following process and steps to document and correct performance issues. These steps will be in addition to any other standard contractual remedies. It is the intent of these steps to resolve performance-related matters to the full satisfaction of the Contract Representative, thereby ensuring that the interests of the City are protected.

1. Informal Discussion

a. The Contract Representative or City designee will attempt to resolve non-critical Contract performance issues promptly, informally, and at the first level through a discussion with the on-site Contractor employee. Matters unresolved will be forwarded to the Contract Representative.

2. Notification to City Department Management

a. If in the judgment of the Contract Representative or City designee, the performance issue is of a repetitive, serious or critical nature, or a first level information discussion has not resolved a non-critical issue, the Contract Representative or City designee will notify the City department management.

3. Reporting Deficient Performance to the Contractor

a. The City department management will forward copies of written performance comments to the Contractor's designated representative, requesting follow-up action on the part of the Contractor's designated representative to resolve the performance matter.

4. Consultation with the Contractor

a. The Contractor's designated management representative must, at the request of the City department management, meet to discuss and resolve noted instances of deficient Contract performance. The purpose of this step is to informally but promptly give the Contractor the opportunity to correct deficient performance.

5. Unresolved Performance Issues

a. Performance issues that have not been fully resolved and corrected by the Contractor will be referred to the City Procurement Division for remedy.

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C.6. EQUIPMENT, LABOR, MATERIALS, PRODUCTS, VEHICLE, AND SAFETY

REQUIREMENTS

A. The Contractor will provide all necessary and a sufficient amount of equipment, labor, materials, products, supplies, and vehicles to perform services under this Contract, including but not limited to boxes, blankets, furniture dollies, packing materials, rolling carts or bins, tape, and any other items required to complete a move on time and on schedule.

B. All materials and workmanship provided to the City will be of the highest industry standards. Materials purchased by the City through this Contract will be new and subject to inspection and approval by the Contract Representative prior to delivery or inspection.

C. All equipment, labor, materials, products, supplies, and vehicles will be of a type and quality to efficiently and effectively accomplish required services and may be subject to random, unannounced inspection by the Contract Representative.

D. The City will not provide office or storage space for the Contractor's equipment, materials, products, supplies, or vehicles.

E. The Contractor must exercise caution at all times for the protection of persons and property. The safety provisions of all applicable laws and ordinances must be strictly observed, and the Contractor and Contractor’s employees must at all times be attentive to the safety of persons and the preservation of property at all sites. All fines, penalties, and/or repair charges resulting from the Contractor’s neglect of safety provisions will be the sole responsibility of the Contractor.

F. In the progress of work, the Contractor will take all necessary precautions to prevent accidents and protect the public. The Contractor must provide and maintain all safety equipment necessary for the performance of this Contract at the Contractor’s sole expense.

G. The Contractor will outfit all equipment and materials used with any and all such safety devices and warning mechanisms as may be necessary to advise and protect the public and prevent personal injury and property damage.

H. The Contractor will avoid damage to appliances, equipment, furniture, structures, and other miscellaneous items. In the event of any damage caused by the Contractor or Contractor’s personnel in the course of work, the Contractor will be solely responsible for its replacement or repair at replacement value. The Contractor will be responsible for all costs of labor and materials in connection with such replacement or repair. These specific damages do not limit the Contractor’s liability for other unspecified potential damages.

I. Vehicles

1. Vehicles used for any move under this Contract must be two (2) axle trucks in good working order.

2. If a vehicle breaks down on the day of or during the move, the Contractor must obtain a comparable replacement vehicle within one (1) hour and at no additional cost to the City.

a. The Contractor is responsible for transferring all contents from the original vehicle to the replacement vehicle.

b. All time and costs associated with the replacement vehicle, including the transfer of all contents from the original vehicle to the replacement vehicle, will be the Contractor’s sole responsibility and will not be billable to the City.

C.7. EMPLOYEE REQUIREMENTS

A. Background Checks

1. The Contractor must only utilize employees to work on this Contract who have successfully completed and passed a background investigation conducted by the Tucson Police Department (TPD).

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2. The Contractor will submit the names of employees the Contractor intends to perform work under this

Contract to the Contract Representative.

3. Employees must not perform work under this Contract until the Contract Representative notifies the Contractor of the employee's successful completion and passing of the employee's background investigation.

a. The Contract Representative will notify the Contractor of the results of the employee's background investigation as either "Pass" or "Fail".

b. No other information about the employee's background investigation will be provided to the Contractor.

4. The Contractor must not assign work under this Contract to employees who have "failed" the criminal background investigation.

B. Conduct and Professionalism

1. The Contactor must ensure that all Contractor employees, while working at City buildings and/or sites or otherwise engaged in performing work for the City, are not in the possession of a deadly weapon, not engaged in any illegal activity, and/or not in the possession of, using, or under the influence of alcohol, dangerous or narcotic drugs, or other intoxicants.

2. In the event any Contractor employee, while working at City buildings and/or sites or otherwise engaged in performing work for the City, is found to be in the possession of a deadly weapon, engaged in any illegal activity, and/or in the possession of, using, or under the influence of alcohol, dangerous or narcotic drugs, or other intoxicants, the Contractor employee will be excluded from City premises, immediately and permanently removed from assignment to this Contract, and may be subject to arrest and criminal prosecution.

3. The Contractor must ensure that all Contractor employees conduct themselves in a professional manner and maintain positive, open, respectful, and constructive communication with the Contract Representative(s), other City personnel, public housing residents/tenants, and the public.

4. The Contractor must immediately and permanently remove from assignment to this Contract, any Contractor employee, whether supervisory or non-supervisory, who is determined by the Contract Representative to be abusive, disorderly, disruptive, incompetent, ineffective, uncooperative, unethical, and/or unprofessional.

a. The Contract Representative will rely on his or her own observations of the employee’s work performance, work products, or resulting system performance, and/or the input of other City employees or citizens in making such determination. The City reserves the right to have Contractor employee(s) removed with the assistance of security personnel or TPD; therefore, the individual may be subject to arrest and criminal prosecution. The City reserves the right to have Contractor employee(s) removed at the City’s sole discretion.

C. Contractor's Designated and Alternate Representatives

1. The Contractor must designate one (1) specific individual to oversee and inspect work performed by the Contractor employee(s) assigned to this Contract.

2. The Contractor's designated representative will be accessible locally and able to respond to the abatement of an emergency.

3. In the event the Contractor's designated representative is unreachable in the case of an emergency, a back-up (alternate) representative must also be assigned to this Contract, accessible locally, and able to respond to an emergency.

4. The Contractor's designated (or alternate) representative must be available to accompany the Contract Representative to inspect sites and/or work upon twenty-four (24) hours' notice.

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5. The Contractor's designated (or alternate) representative must be available to respond to emergency requirements and authorized to resolve management issues within two (2) hours of initial contact from the Contract Representative and/or City designee.

6. In case of emergencies, the Contractor must provide the Contract Representatives with telephone numbers where the Contractor's designated and alternate representatives will be reachable within one

(1) hour on any day of the year. In the event the Contractor's designated or alternate representatives change or a telephone number changes for contacting the Contractor's designated or alternate representatives, the Contractor will notify the Contract Representatives in order that the City at all times has telephone access to the Contractor's designated and alternate representatives.

D. Experience, Knowledge, and Training

1. The Contractor and Contractor employees assigned to work under this Contract must be fully knowledgeable of all Contract requirements and specifications before commencing any work and at all times thereafter while assigned to this Contract.

2. The Contractor will utilize only trained and professional employees in the performance of this Contract who are able to complete all services described herein.

E. Identification

1. The Contractor must ensure that while performing services under this Contract, all employees wear photo identification badges that clearly show the Contractor's company name as well as the first and last name of the employee.

C.8. GUARANTEES AND WARRANTIES

A. The Contractor will warrant that any repairs and parts furnished under this Contract are newly manufactured and free from defects in material and workmanship for no less than one (1) year from the date of acceptance by the City. Warranty will also guarantee accepted trade standards of quality, fitness for the intended uses, and conformance to promises or specified specifications. No other express or implied warranty will eliminate the Contractor’s liability as stated herein.

C.9. KEY ACCOUNTABILITY REQUIREMENTS

A. Approved personnel acting on behalf of the Contractor who have successfully completed and passed a TPD background investigation may be assigned or provided for temporary use during the performance of scheduled service, a City key or badge as needed for access.

B. The Contractor’s approved personnel will be required to sign their first and last name for any City key or badge.

C. If a City key or badge is provided for temporary use during the performance of the scheduled service, the Contractor’s personnel must, prior to departing the location site that same day, return the City key or badge to the City employee who provided the key or badge.

D. The Contractor and Contractor’s personnel must not duplicate any City key or badge.

E. Lost Keys or Badges

1. The Contractor must immediately notify the Contract Representative of any lost City key or badge.

2. The Contractor may be required to pay the minimum fine for lost keys of $75.00 per door/cylinder that the lost key pertains to. This fine only applies to the City controlled keys.

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3. If a security breach results from the Contractor’s loss of keys, requiring that locks be changed or rekeyed, the City may withhold the actual cost of security remediation from payment to the Contractor.

4. If the loss of the keys results in a greater cost to the City that is not covered under insurance reimbursement, the Contractor may be financially responsible for any additional cost to the City.

5. The Contractor may be charged $40.00 for each City badge that is lost.

C.10. LEGAL AND REGULATORY REQUIREMENTS

A. The Contractor must perform all requirements under this Contract in strict observance of and compliance with all Federal, State and local City applicable laws, regulations, ordinances, codes, and any other legislative or statutory requirements.

B. The Contractor must obtain all permits and licenses and pay all taxes, charges, and fees necessary to perform the services under this Contract.

C. Occupational Safety and Health Administration

1. The Contractor warrants that the performance of services under this Contract will be fully compliant with the current requirements of the Occupational Safety and Health Act (OSHA) and as it may be amended or updated throughout the term of this Contract.

2. The Contractor will certify that the equipment used in performance of this Contract is designed and includes operating features to comply with the applicable OSHA standards. If the equipment to be used is under the umbrella of OSHA regulations and prior to performing services under this Contract, the Contractor will submit certifications to the Contract Representative stating that the equipment complies with applicable OSHA standards upon request by the Contract Representative.

D. The Contractor must be in compliance with Tucson City Code § 20-17 (https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-14955#JD_20-17) in the utilization of two (2) axle trucks.

C.11. LIABILITY CLAIMS REQUIREMENTS

A. All damaged, lost, or stolen items will be replaced by the Contractor or the Contractor's insurance carrier in an efficient manner, regardless of size or value.

B. The Contractor will follow up on claims and complaints that arise during and/or after a move on a timely basis.

C. The Contractor's designated agent must record all information and fill out all records, forms, and other paperwork necessary to resolve the claim to the requesting Contract Representative's satisfaction.

D. The Contract Representative and the Contractor will negotiate the value of damaged, lost, or stolen items based upon replacement value.

1. The determination of value may be based on an average of value estimates provided by the Contractor, City, and if applicable, tenant.

2. In the event a third-party appraisal is necessary to determine the value of an item, the Contractor or the Contractor's insurance carrier must be responsible for charges incurred from the third-party appraisal.

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-14955#JD_20-17 https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-14955#JD_20-17)

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3. If the Contractor does not accept the value of the claim determined by the City, arbitration will be used to settle the claim. The cost of arbitration will be shared evenly between the City and the Contractor.

E. The Contractor will not be released of liabilities until all claims are processed and completed.

F. Once items have been transported, unpacked, reassembled, inspected, and placed in their designated location; the Contractor will be released from liability for those items not damaged unless damage is hidden or is functional damage to the equipment discovered in a reasonable time frame after the move.

G. Residential Moving Services Requested by the City HCD Department

1. In the event a claim involves tenant property, the claim will be settled within two (2) weeks from the time the claim is received by the Contractor.

a. If a claim involving tenant property is not settled within two (2) weeks, the City reserves the right to deduct the estimated value of the claim from invoices until the claim is settled.

2. The Contractor may be liable for any damage to items packed in boxes that the tenant requested remain unpacked if the HCD Contract Representative or City designee notify the Contractor of the identified damage within seven (7) calendar days of the move completion date.

3. The Contractor may not be liable for any damage to items packed in boxes that the tenant requested remain unpacked if the HCD Contract Representative or City designee does not notify the Contractor of the identified damage within seven (7) calendar days of the move completion date.

C.12. INVOICE REQUIREMENTS

A. Only actual time spent performing the work is billable.

1. No preparation time charges will be permitted.

2. Billable time starts when the Contractor is on site and ready to perform the moving services.

3. Travel to and from the Contractor's post of duty is not billable.

B. Fuel surcharges will not be allowable under this Contract.

C. The invoice will not exceed the written quoted amount, with the possible exception of the Contractor's additional expense of fumigating the truck, as per the Scope of Work, "Specific Requirements for Residential Moves", M., "Pests".

D. In the event that the Contractor's personnel arrive late for a move without prior authorization from the Contract Representative or City designee, the City will reserve the right to deduct a penalty from the invoice.

1. The penalty will be equal to 100% of the regular hourly rate for the late personnel's position (driver/laborer or mover/laborer) for each hour or portion thereof in excess of thirty minutes after the appointed arrival time.

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2. This penalty will also be imposed for each hour or portion thereof in excess of thirty minutes that the move is delayed due to the Contractor's delay in obtaining a qualified driver for the moving vehicle.

E. Upon completion of the move, all invoices submitted by the Contractor for work completed under this Contract must be itemized invoices and contain the following information:

F. Contractor Name o Remit to Address o Purchase Order Number/Supplier Contract Number (SCON) o Invoice Date o Unique Invoice Number o Work Order Number o City Contract Representative Name and Employee Number o Location(s) where the Service/Work was Performed

▪ Originating Move Location

▪ Completed Move Location o Complete Description of the Work Completed

▪ Total Labor Hours Included o Pricing in accordance with the Price Page attached herein o Applicable Tax o Total Invoice Amount

G. The Contractor will send an electronic copy of the invoice and supporting documentation to the requesting City department's accounts payable email address.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this Solicitation and any subsequent Contract, the following terms have the meanings set forth below:

City: The City of Tucson, Arizona.

Contract: The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this Solicitation and any Addenda to the Solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant: A Successful Offeror that enters into a Contract with the City.

Contract Representative: The City employee or employees who have been designated to act as the City contact for this Solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director: The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not: The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer: Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this Solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will: The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this Solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this Solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this Solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the

BUSINESS SERVICES DEPARTMENT Page 22 of 51 solicitation number and the paragraph number of the provision that the question concerns. The Contract Officer may respond by email or may, if they deem it appropriate, address the question in a Solicitation Addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the Solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal Solicitation Addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new Solicitation Addenda and must acknowledge each Addendum to this Solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of Solicitation Addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this Solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the Solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL”.

C. Offer Contents.