Event_4219_-_Specification.pdf

BID SPECIFICATIONS

CITY OF MINNEAPOLIS HEALTH DEPARTMENT

LEAD PAINT REMEDIATION AND LEAD HAZARD REDUCTION SERVICES

BID EVENT: 4219

OVERVIEW / PURPOSE

The City of Minneapolis Health Department is seeking bids to provide all labor, materials and incidentals necessary to perform Lead Paint Remediation Swab Services, all in accordance with our specifications as listed.

BASIC AWARD

The Contract will be awarded to the overall lowest responsive and responsible bidder complying with all provisions of the bid. The City reserves the right to reject any or all bids in accordance with applicable City procurement requirements.

CONTRACT TERMS

The successful bidder will be awarded an initial one (1) year contract with the option to extend for up to two (2) additional 12-month periods, or until the maximum contract amount of $175,000 is reached, whichever occurs first. The total amount of the awarded contract shall not exceed $175,000. If bids exceed the maximum contract amount, the City may reduce estimated quantities or otherwise modify the scope in accordance with applicable procurement requirements. If the maximum contract amount is reached during the contract term, no additional work may be authorized under the Contract.

PRICE ESCALATION

Prices remain firm for the first year of the contract. After the initial contract period, a price escalation may be considered for contract extensions based upon demonstrable industry-wide, regional, or operational increases in the Contractor's costs. Documentary evidence supporting any requested increase must be submitted to the City of Minneapolis Purchasing Department at least sixty (60) days prior to the end of the current contract year. The amount of any escalation will be determined based on the validity of the documentation submitted and is subject to approval by the City of Minneapolis Purchasing Department. No price increase shall be effective until approved by the City. Except in extraordinary circumstances, any approved increase shall not exceed five (5) percent.

CONTRACTOR QUALIFICATIONS

All bidders must be a licensed lead abatement contractor certified by the state. Prior to award of the Contract, the selected bidder shall provide proof of current licensing and any other certifications required by applicable federal, state, and local requirements.

GENERAL CONTRACTOR REQUIREMENTS

• Unit prices shall include all labor, supervision, materials, equipment, tools, transportation, disposal, personal protective equipment, containment, dust suppression, cleanup, and other incidentals necessary to complete the authorized work in accordance with these specifications.

• Contractor shall protect occupants, personal property, building components, landscaping, and other areas not included in the authorized work.

• Contractor shall maintain the property in a secure and orderly condition while work is being performed.

• Contractor shall comply with all applicable lead-safe work practices and applicable federal, state, and local requirements.

• Contractor shall use appropriate dust-control and HEPA-cleaning methods when performing lead hazard reduction work.

• Contractor shall properly collect, contain, transport, and dispose of work-related debris and waste in accordance with applicable requirements.

• Contractor shall promptly notify the City of conditions that prevent the Contractor from safely or properly completing the authorized work.

• Contractor shall not perform additional work beyond the authorized work order without prior written approval from the City.

WORK AUTHORIZATION / WORK ORDERS

The City will issue a written work order identifying the property, location, scope of work, estimated quantities, and applicable unit prices. Contractor shall not begin work without written authorization from the City.

The City may adjust quantities within an authorized work order based on field conditions and the City's needs. Any work outside the authorized scope must receive prior written approval from the City before the work is performed.

Unauthorized work or costs incurred without the City's prior written approval may not be eligible for payment.

BID EVALUATION

The Grand Total will be calculated by multiplying each estimated quantity on the Unit Price Sheet by the bidder's corresponding unit price and adding the resulting extensions.

The estimated quantities are provided for bid evaluation purposes only and do not constitute a guarantee of work, a minimum purchase, or a commitment by the city to purchase any quantity. The bidder shall provide a unit price for every line item on the Unit Price Sheet.

Prices shall include all applicable costs, fees, taxes, labor, materials, equipment, and incidentals necessary to complete the work.

SCOPE OF WORK

Lead Dust Cleaning – Apartment or House (Per Property) Clean designated areas within an apartment or house to reduce dust hazards from floors, window wells, window sills, and other surfaces identified by the City. HEPA vacuum and wet-clean designated surfaces using appropriate lead-safe cleaning methods. Remove visible dust, debris, and other contaminants from the designated work areas. Complete final cleanup of the work area so it is ready for City inspection.

Lead Dust Cleaning – Common Area (Per Common Area) Clean designated common areas to reduce dust hazards from floors, window wells, window sills, and other surfaces identified by the City. HEPA vacuum and wet-clean designated surfaces using appropriate lead-safe cleaning methods. Remove visible dust, debris, and other contaminants from the designated work areas. Complete final cleanup of the work area so it is ready for City inspection.

Paint Stabilization – Interior Trim (Per Linear Foot)

• Stabilize deteriorated paint on interior trim. The unit price shall be based on one linear foot of affected trim, assuming an average trim width of six (6) inches.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using a sponge sanding block dampened with a deglossing agent.

• Rinse the treated area and remove visible paint chips and debris using a HEPA vacuum.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium finish coat suitable for the interior substrate. Paint to match existing paint.

Stabilize Reachable Window Jambs, Sashes and Wells (Per Window)

• HEPA vacuum all accessible dust, paint chips, and debris from the interior window area prior to beginning stabilization work.

• Stabilize deteriorated paint on accessible portions of window jambs, sashes, and window wells associated with each designated window.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using a sponge sanding block dampened with a deglossing agent.

• Rinse the treated area and remove visible paint chips and debris using a HEPA vacuum.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium finish coat suitable for the interior substrate. Match topcoat paint to existing paint.

Stabilize Deteriorated Paint on Window Casings (Per Window)

• Stabilize deteriorated paint on designated window casings.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using a sponge sanding block dampened with a deglossing agent

• Rinse the treated area and remove visible paint chips and debris using a HEPA vacuum.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium finish coat suitable for the interior substrate. Match topcoat paint to existing paint.

Stabilize Deteriorated Paint on Door

• Stabilize deteriorated paint on designated door jambs.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using a sponge sanding block dampened with a deglossing agent.

• Rinse the treated area and remove visible paint chips and debris using a HEPA vacuum.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium finish coat suitable for the interior substrate. Match topcoat paint to existing paint.

Stabilize Deteriorated Paint on Door Casings

• Stabilize deteriorated paint on designated door casings.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using a sponge sanding block dampened with a deglossing agent.

• Rinse the treated area and remove visible paint chips and debris using a HEPA vacuum.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium finish coat suitable for the interior substrate. Match topcoat paint to existing paint.

Stabilize Deteriorated Paint on Door Jambs

• Stabilize deteriorated paint on designated door jambs.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using a sponge sanding block dampened with a deglossing agent.

• Rinse the treated area and remove visible paint chips and debris using a HEPA vacuum.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium finish coat suitable for the interior substrate. Match topcoat paint to existing paint.

Exterior Wall Stabilization (Per Square Foot)

• Stabilize deteriorated exterior paint on designated wall areas. The unit price shall be based on one square foot of affected surface.

• Lightly mist the affected area with water to suppress dust generation.

• Carefully scrape away all loose or flaking paint.

• Feather and smooth paint edges using appropriate damp methods.

• Remove visible paint chips and debris using appropriate HEPA equipment where applicable.

• Allow the surface to dry completely.

• Spot-prime/seal as appropriate and apply a premium exterior finish coat suitable for the substrate. Match topcoat paint to exiting paint.

Exterior Wall Stabilization – 2nd/3rd Floor Levels Provide a separate unit price for exterior wall stabilization performed at the second and third floor levels when additional access, equipment, labor, or safety requirements apply. The unit price shall include all equipment and incidental costs necessary to safely perform the work.

Exterior Trim Stabilization and Painting (Per Linear Foot)

• Stabilize and paint designated exterior trim. The unit price shall be based on one linear foot of affected trim.

• Mist defective paint with water to suppress dust generation.

• Lightly scrape all loose paint.

• Allow the surface to dry.

• Spot-prime/seal as appropriate and apply a premium acrylic latex or alkyd exterior topcoat suitable for the substrate. Match topcoat paint to existing paint.

Exterior Trim Stabilization – 2nd/3rd Floor Levels Provide a separate unit price for exterior trim work performed at the second and third floor levels when additional access, equipment, labor, or safety requirements apply.

Soffit/Fascia Stabilization (Per Linear Foot)

• Stabilize designated soffit and fascia. The unit price shall be based on one linear foot.

• Wet-scrape deteriorated paint using appropriate dust-control methods.

• HEPA vacuum areas and remove visible debris.

• Allow the surface to dry.

• Spot-prime/seal as appropriate and apply a premium acrylic latex or alkyd exterior topcoat suitable for the substrate and compatible with existing paint.

Soffit/Fascia Stabilization – 2nd/3rd Floor Levels

Provide a separate unit price for soffit/fascia work performed at the second and third floor levels when additional access, equipment, labor, or safety requirements apply.

Cover Bare Soil – Mulch (Per Square Foot)

• Cover designated bare soil areas with mulch as identified by the City.

• Remove debris and existing vegetation from the designated area.

• Prepare the area as necessary to provide a suitable surface for installation.

• Install weed barrier fabric over the designated area.

• Apply approximately two (2) to three (3) inches of mulch evenly over the barrier fabric.

• Confirm mulch type and preference with the property owner, when directed by the

City.

Cover Bare Soil – Grass Seed (Per Square Foot)

• Cover designated bare soil areas with grass seeds as identified by the City.

• Remove debris and prepare the soil by raking the designated area.

• If necessary, amend the soil with compost to improve drainage and fertility.

• Evenly distribute grass seed over the prepared area.

• Lightly rake the seeded surface to a depth of approximately one-quarter (1/4) to one-half (1/2) inch.

• Water the area immediately after seeding.

• Ongoing watering and maintenance after completion are the responsibility of the property owner unless otherwise directed by the City.

Cover Bare Soil – Decomposed Granite (Per Square Foot)

• Cover designated bare or lead-contaminated soil areas with decomposed granite

(DG) identified by the City.

• Prepare the surface for DG installation by removing vegetation, debris, rocks, roots, and other materials that would interfere with installation.

• Prepare the designated area by grading and leveling the existing soil to provide a stable base while minimizing disturbance of the underlying soil.

• Install DG uniformly over the prepared area at depth of 3 to 4 inches, unless otherwise specified by the City.

• Lightly wet the material during placement and compact the material to create a firm, stable, and durable surface. At the perimeter of the treatment area, ensure the cover is adequately integrated with adjacent surfaces or soil to prevent exposure of the underlying soil.

• Maintain proper drainage and ensure the finished surface does not create trip hazards or interfere with sidewalks, driveways, doors, structures, or other site features.

• HEPA vacuum or wet-clean adjacent hard surfaces as necessary to remove visible soil and dust generated during preparation and installation.

Miscellaneous Lead Hazard Reduction Work (Per Hour) Provide an hourly charge for miscellaneous lead hazard reduction work not otherwise listed on the Unit Price Sheet. Miscellaneous work shall only be performed when specifically authorized in writing by the City.

The hourly rate shall include all labor, supervision, equipment, materials, and incidental costs necessary to perform the authorized work unless otherwise specified by the City.

ACCESS / HEIGHT PRICING

Where the Unit Price Sheet provides a separate unit for second- and third-floor work, the Contractor shall provide a separate unit price that includes any additional labor, equipment, access, setup, protection, and incidental costs required to safely perform the work. No additional access or equipment charges will be paid unless specifically authorized in writing by the City.

QUANTITIES

The City of Minneapolis Health Department estimates that approximately 50 residential properties will be addressed during the contract period. The number of properties may increase or decrease.

The quantities specified on the Unit Price Sheet are estimates only and may not indicate the actual quantity of work required. Actual work volume will depend upon the requirements identified during the contract period.

QUALITY CONTROL / INSPECTION / ACCEPTANCE

All work shall be subject to inspection and acceptance by the City. Contractor shall correct deficiencies identified by the City at no additional cost when the deficiencies result from failure to perform the authorized work in accordance with the specifications.

Where clearance testing or other post-work verification is required by the City's work order or applicable requirements, the Contractor shall cooperate with the City and complete any required corrective cleaning or work necessary to support successful acceptance.

CHANGE ORDERS / ADDITIONAL WORK

Contractor shall not perform additional work or incur additional costs beyond the authorized work order without prior written approval/verbal approval from the City. Any approved additional work shall be priced using the applicable Unit Price Sheet price or, when no applicable unit price exists, the approved miscellaneous hourly rate or another price approved in writing by the City.

INVOICES

All work requested under this Contract shall be placed on a City-issued Purchase Order and authorized through a City work order or other written authorization.

Contractor shall make all reasonable efforts to submit invoices and support documentation electronically, such as PDF or another format compatible with City software capabilities, when requested by the City.

Upon completion and acceptance of the authorized work, the Contractor shall submit an invoice detailing the property address, Purchase Order number, work performed, quantities, applicable unit prices, extensions, and total charges.

Invoices shall be submitted to:

City of Minneapolis – Accounts Payable 505 Fourth Ave. S, Room 310 Minneapolis, MN 55415 Email: submitinvoices@minneapolismn.gov

Upon receipt of a properly submitted invoice and final inspection and acceptance of the work, the City will render payment within thirty (30) days unless any items are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Contractor shall provide complete cooperation during any such investigation.

BIDDER ACKNOWLEDGMENT

By submitting a bid, the bidder acknowledges that it has reviewed these specifications and the Unit Price Sheet and agrees to provide the labor, materials, equipment, and incidentals necessary to complete authorized work in accordance with the Contract requirements.