EVENT_4274_-_SPECIFICATIONS.pdf

SPECIFICATIONS

Regulatory Services - Nuisance Rubbish/Refuse Abatement Services

Event # 4274

This bid is for the removal and disposal of Nuisance Rubbish/Refuse Services. Items to be removed may include (but is not limited to) garbage, paper, trash, dirt, swill, offal, ashes, dead animals, furniture, appliances, yard debris, construction materials or waste, concrete, bikes, automotive parts, tires, mattresses and animal feces. The following specifications describe the contractors’ responsibility for Rubbish/Refuse Removal from public and private property within the City of Minneapolis. The work included under these specifications shall consist of furnishing all labor, equipment, materials, disposal and processing fees including taxes, and all other costs necessary for the Rubbish/Refuse Removal as ordered by Minneapolis Inspections Services.

Multiple contracts may be awarded to the lowest, responsive, responsible bidder(s).

Scope of Work & Specific Tasks

Administrative capacity is an important aspect of this work. The contractor must have the ability to receive work and record completed jobs on an electronic spreadsheet. The contractor shall, in response to a digital Authorization or Pre-Authorization record from the Dashboard, send the necessary vehicles, equipment, and personnel to locations designated by Inspections Services.

For all Standard Removals, the contractor must use rubbish trucks with compacting refuse bodies, and/or flat-bed, or other open trucks when picking up materials that cannot be loaded into a compacting refuse truck. The contractor may need to add a bobcat or other skid steer for Special Equipment Removals.

The contractor shall perform Rubbish Removal as directed through the Authorization or Pre- Authorization process. The contractor will typically perform cleanups with a two-person crew. The contractor shall promptly clean up all refuse spilled or scattered by its employees or vehicles. Disposal of all debris is to be accomplished by the contractor.

The contractor shall obtain digital photographs of all work whether Authorization or Pre-Authorization.

Before and After photos are to be entered the next business day after the work is finished. In addition to recording completed jobs within the specific timeframe, before and after photos of each job must be uploaded electronically following the process outlined by City policy. In addition to matching the vantage point of the inspector’s photograph(s), contractor shall document all work done with photos.

The contractor shall perform Rubbish Removal work after the Due Date and within the time required by the Service Level Agreement. The contractor may, on occasion, be requested to meet an Inspector at a location at a time mutually agreeable and work shall not commence prior to the meeting.

In those instances, wherein the contractor believes that a specific job will exceed one thousand dollars ($1000), the Director of Inspections Services or his/her designee shall review the facts and photos of the case and may pursue alternative means of enforcement or approve the work to be done. The Director of Inspections Services or his/her designee will determine if the contractor will be sent back to the site to complete the removal.

If, upon arrival at a work site pursuant to an Authorization or Pre-Authorization, the contractor has begun Rubbish Removal but is prevented by the resident or others from completing the work, contractor shall take photos showing the work that had been completed and immediately leave the work site. The contractor shall refrain from becoming involved in a dispute with people at the work site and shall conduct its affairs in a professional manner. The contractor shall immediately notify the Director of Inspections Services or his/her designee and, at their request, shall meet an Inspector at the site.

• If during the initial visit contractor has removed a portion of the refuse and taken the required photographs, contractor shall be paid the Standard Removal or Special Equipment Removal rates as provided on the Fee Schedule.

• If during the second visit contractor is prevented from removing the refuse in the presence of the inspector, contractor shall be paid the Stop Fee provided in the Fee Schedule.

• If during the second visit contractor can remove the refuse in the presence of the inspector, contractor shall be paid Standard Removal or Special Equipment Removal rates as provided in the Fee Schedule.

If, upon arrival at a work site, pursuant to an Authorization or Pre-Authorization, contractor discovers that 90% or greater of the refuse to be removed is no longer on site, contractor shall take a photograph of the site. Contractor shall immediately notify the Director of Inspections Services or his/her designee. The Director of Inspections Services or his/her designee will review photos and determine if contractor will be sent back to site to remove any remaining refuse.

• If after the initial visit contractor is not instructed to return to the site, contractor shall be paid the Stop Fee provided in the Fee Schedule.

• If after the initial visit contractor is instructed to return to the site, contractor shall be paid on the same basis as for any other Standard Removal or Special Equipment Removal.

If, upon arrival at a work site, pursuant to an Authorization or Pre-Authorization, contractor discovers upon arrival at a work site that the refuse to be removed is no longer on site, contractor shall take a photograph of the site. Contractor shall be paid the Stop Fee provided in the Fee Schedule.

If, upon arrival at a work site, pursuant to an Authorization or Pre-Authorization, contractor determines that Inspections Services must grant authority to complete Rubbish Removal or assist in coordinating Rubbish Removal, contractor shall contact the area Inspector via email or phone. In situations that require immediate assistance, contractor shall also notify the Inspections supervisory team.

Documentation of Work

Contractor shall update the “processed” flag on all authorizations at the time of photograph retrieval from the Dashboard, Authorizations to Print view to allow for a system generated date and time stamp.

Contractor shall demonstrate work completed by attaching color digital photographs to the Dashboard. No payment will be made to contractor if the photographs are missing, or contractor’s photos do not follow the photograph requirements herein:

Photograph Requirements

• When possible, photographs shall be taken from the same point of view as the inspector's photograph(s).

• When possible, photographs shall include the same point of reference at the work site.

• Photographs shall be digitally produced, and sufficiently clear.

• “Before” photographs shall be taken prior to commencement of cleanup work.

• “After” photographs shall be taken following completion of cleanup work.

• “Clean” photographs shall be taken if Refuse Removal was completed prior to contractor arrival.

When safe to do so, “Stop” photographs shall be taken if contractor is denied access and unable to complete the Refuse Removal.

Contractor shall log all work performed under this contract by properly completing all related fields on the Dashboard, Authorizations to Enter view, for the corresponding case. No payment will be made to contractor if the Authorization or Pre-Authorization record does not contain the required information provided herein.

Service Levels

Contractor shall follow the prescribed timelines for Rubbish Removal, billing of completed work, and response to inquiry. If the specified service level is exceeded, it shall be considered a “late response.” Service Levels may be modified by mutual agreement between contractor and Inspections Services.

Authorization Retrieval: Contractor shall retrieve Authorization or Pre-Authorization records and inspector photographs from the Dashboard, Authorizations to Print view weekly.

Removal Timeline: Upon receipt of an Authorization or Pre-Authorization for Standard Removal, contractor shall have three (3) business days to complete the Removal. Upon receipt of an authorization for Sweep Removal, contractor shall have five (5) business days to complete the Removal. Upon receipt of an Authorization or Pre-Authorization for Special Equipment Removal, contractor shall have seven (7) business days to complete the Removal. Imminent hazard or “Health and Safety” cleanups can be performed, on occasion within eight (8) business hours of notification, when authorized by the Inspections Services Director or designee in writing.

Contractor shall prioritize a Removal with a pending grass order as first priority, followed by all other Removal orders.

Billing of Completed Work: Contractor shall properly update Authorization or Pre-Authorization records and attach color digital photos related to the work covered by the contract within three

(3) business days of completion of work.

Extension: A ten (10) calendar day extension may be granted based on inclement weather or unanticipated circumstances which may delay Rubbish Removal. Contractor must, prior to incurring late responses, request the Director of Inspections Services or his/her designee to temporarily extend the Service Level.

Exemption: Contractor may, on occasion, require Inspector coordination for Rubbish Removal at a time mutually agreeable to the inspector and contractor, Authorizations or Pre- Authorizations that require such coordination shall be exempt from Service Levels.

Response to Inquiry: Contractor shall respond to all telephone calls, e-mails, or other types of inquiries from the City within one (1) business day.

Business Hours: Contractor shall maintain a business office, including a telephone answering service, computer, and color printer from 8:00 a.m. to 4:30 p.m., Monday through Friday.

Exclusions

The City and contractor understand that Resource Conservation & Recovery Act (RCRA) waste includes corrosive, carcinogenic, explosive, toxic waste and biohazard. These will not be removed.

In the event these are found, contractor will provide written notice on the Dashboard. In addition, a call will be made to the Inspections Services Director or his/her designee. Both parties understand that engine blocks will not be removed except by specific proposal offered to and accepted by contractor.

Duties of Contractor

Contractor shall properly dispose of all materials collected in accordance with federal, state, or local laws or ordinances governing proper disposal of refuse.

All vehicles and other equipment used by contractor shall be equipped with all safety devices and equipment required by law.

Contractor shall, continuously during the life of the contract, provide and carry out the functions of current record keeping, equipment, placement, removal, and disposal operations.

Contractor shall maintain in its employ competent, reliable, and qualified persons sufficient in number and in labor hours to satisfactorily carry out said functions, and to fully and satisfactorily perform the terms and conditions of the contract in accordance with good business practices.

Required Information

• Date of site visit

• Time of arrival

• Time of completion, if Rubbish Removal accomplished.

• Number of tires and/or mattresses, if collected.

• Indication of Special Equipment, if used.

• Indication of denied access, if applicable.

• Indication that site was found clean, if appropriate.

• Other information as contractor may desire.

Contractor shall update the processed flag on all Authorizations following data entry completion on the Dashboard, Authorizations to Enter view for a system generated date and time stamp.

Documentation of Work may be modified by mutual agreement between contractor and Inspections Services.

Duration of Contract

It is the intent of the City to award up to two (2) contracts to the lowest, responsive and responsible bidder(s) meeting all specifications for the period from the date the Contract award is finalized (Estimated to be April 1, 2027 – March 31, 2028). The City reserves the right to extend this contract for two (2) additional 12-month periods if agreeable to both parties.

Compensation

Contractor shall be compensated for Rubbish Removal services provided. Fees as outlined in Exhibit A shall apply.

General: The City will pay contractor one Stop Fee or an hourly Standard Removal Fee, or an hourly Standard Removal Fee plus an hourly Special Equipment fee and any applicable per piece fees for any Authorization or Pre-Authorization processed by contractor, pursuant to an Authorization or Pre- Authorization from Inspections Services and accompanied by proper documentation as provided in section Documentation of Work. There will be no additional fee arrangement with Inspections Services.

Stop Fee: Contractor shall be compensated for one stop fee for each valid Authorization or Pre- Authorization where Refuse Removal was already completed prior to contractor arrival or was unable to be completed due to denied access.

Hourly Removal Fee: Contractor shall be compensated an hourly Standard Removal Fee for each valid Authorization or Pre-Authorization where Refuse Removal was completed. Contractor shall also be compensated for an hourly Special Equipment Fee in addition to the Standard Removal Fee for each valid Authorization or Pre-Authorization where Special Equipment was required for Refuse Removal completion.

Time Calculation: Payments shall be calculated to the nearest five (5) minutes. Charges are only to include the time spent removing refuse from the designated site and shall not include travel time or time spent on other activities. The "before" photograph(s) and the "after" photograph(s) taken by contractor shall be the sole basis for Inspections Services to determine and approve the labor hours charged by contractor for payment at the Service rate.

Per Piece Fee: In addition to the hourly removal fees contractor shall be compensated for each Mattress or Box Spring collected during Refuse Removal at each work site, and for each tire after the initial eight (8) collected during Refuse Removal at each work site.

Payment: A properly completed Authorization or Pre-authorization record for each Rubbish Removal authorized or pre-Authorized by Inspections Services shall be submitted by contractor, for verification and approval as to hours and compliance with the contract. Contractor agrees to wait up to thirty (30) days after submitting a properly completed Authorization or Pre-Authorization to receive payment approval for an uncontested job. Inspections Services will provide a list of approved payment items to contractor through the Dashboard, Payment Approved view. Such approvals will be prepared bi-weekly, or as mutually agreed between contractor and the Director of Inspections Services or his/her designee.

Disputed Charges: In any case where a charge submitted by contractor is reduced or payment approved by the Director of Inspections Services or his/her designee is disputed, the decision of the Director of Regulatory Services shall constitute the final decision. Contractor agrees to provide a narrative description of the circumstances, and other information and documentation available on the item protested. Contractor further agrees that disputes must be submitted within thirty (30) calendar days after notice of a reduced or refused charge.

Any changes to Authorizations or Pre-Authorizations, including reduction in contractor’s submitted charges made by the Director of Inspections Services or his/her designee after the authorized work is completed by contractor may be reviewed with contractor.

Late Penalty: If contractor has had ten (10) or more late responses pursuant to Service Levels, in any thirty (30) day period, some or all future Authorizations and/or Pre-Authorizations may be submitted to another contractor for performance.

Price Escalation

Prices shall be firm for the initial contract period. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry wide, regional, and/or operational increases in the contractor’s costs. For documented evidence to be considered, it must be submitted to the City of Minneapolis Procurement Office sixty (60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted. No price increase will be effective until approved by the City of Minneapolis Procurement Office. With the exception of extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

Rights of the City

The City reserves the right to reject all or any part of any bid, waive informalities, and award the contract to the lowest responsive and responsible contractors to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the Request for Bid which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured. During the term of the contract, the City reserves the right to add similar in scope goods/services, via written amendment, to accommodate accidental omissions, unanticipated needs, or new offerings.

Quantities

The quantities specified in this Contract are estimated only. They may not indicate the actual quantity which will be ordered, since such volume will depend upon requirements which develop during the Contract period.

Quantities shown shall not be construed to represent any amount which the City shall be obligated to purchase under the Contract or relieve the Contractor of its obligation to fill all orders placed by the City.

Laws and Regulations

All bids, and the performance of any contract awarded pursuant thereto, shall be subject to all applicable Federal, State and local laws and regulations.

Drivers and Helpers Qualification It is the responsibility of Contractor to see that all persons employed as vehicle drivers have in their possession, while so engaged, valid driver or chauffeur licenses as may be required by the laws of the State of Minnesota or the ordinances of the City of Minneapolis for such operation. It is the responsibility of the contractor to see that its employees engaged in the performance of the contract shall at all times conduct themselves in a courteous manner toward the public. Contractor shall see that all employees engaged in the performance of the contract are physically able to perform the work assigned to them by the contractor, and that there is no consumption of alcoholic beverages or use of illicit drugs by its employees during working hours.

Safety Equipment

All vehicles and other equipment used by Contractor shall be equipped with all safety devices and equipment required by law.

Indemnification The contractor shall defend, indemnify and hold harmless the City of Minneapolis, its officers, employees and agents from any and all claims, injury, sickness, disease, death and property damage or loss, as a result, directly or indirectly, of the respective operations or nonfeasance or misfeasance of Contractor in connection with services rendered or to be rendered under this contract. In the event any such action is brought, therefore, against any of said indemnities, Contractor shall assume full responsibility for the defense thereof and, upon such action and to charge all costs thereof to the contractor.

Security at the Work Site for Contractor Workers Contractor must make every effort to ensure safety of workers on job site. On occasion, the Minneapolis Police Department (MPD) will remain onsite. If Contractor feels threatened or vulnerable, Contractor should leave site immediately, go to a safe place, and call 911 for additional security.

Performance and Payment Bond The awarded contractor(s) shall furnish a surety bond in the amount of 100% of the total contract amount, in accordance with the terms of Section 574.26 Minnesota Statutes annotated, as amended. This bond shall be valid and in effect during the terms of Contract.

Hazards

Contractor shall be responsible for all services detailed in the specifications and shall control any special or unusual hazards associated with this service.

Contractor's Records The books, records, documents, accounting procedures and practices of the contractor are subject to examination by the City or its designated representative, the State Auditor or Legislative Auditors as deemed appropriate.

Duty to Appear

Contractor shall appear, as requested, on the City's behalf in any court or assessment related matter to testify to its actions, specifically, where, when and what work was done and at what cost to the City.

Cancellation of Contract

If the Contractor fails to fulfill its obligations under this Contract in a proper and timely manner, or otherwise violates the terms of this Contract, the City has the right to terminate this Contract, if the Contractor has not cured the default after receiving ten (10) calendar days written notice of the default. Contract violations include, but are not limited to, the following:

a. Failure to obtain and/or maintain the insurance coverage and/or the performance bond as required in these specifications.

b. Poor or untimely workmanship as determined by the Director of Inspections Services or designee.

c. Failure to comply with late submission of paperwork or late completion of jobs.

d. One (1) or more instances of late penalties incurred.

Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City because of any breach of this Contract by the Contractor. The City may, in such event, withhold payments due to the Contractor for the purpose of set-off until such time as the exact amount of damages due to the City is determined. The rights or remedies provided here shall not limit the City, in case of any default, error or omission, by the Contractor, from asserting any other right or remedy allowed by law, equity, or by statute. Nothing in this Contract shall be construed as a waiver of any right, remedy, liability limit or immunity of the City under law.

Invoice & Payment All work requested under this Contract shall be placed on a City issued Purchase Order.

Contractor shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices and documentation, when so requested by City.

Upon delivery and acceptance of the service, the Contractor shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis 505 Fourth Ave S, Room 310

Minneapolis, MN 55415 Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the service, the City will render payment within thirty (30) days unless any items thereon 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.

The City will not pre-pay for service. All bills shall state the location and dates of service being billed. All fees, taxes, charges, surcharges, and revenue payments are to be itemized.

No payment will be made for material stored off-site except in situations where payments may be considered by the City for materials which are stored in a secured area, to be verified by the City and where the Contractor maintains adequate insurance coverage protecting specific materials from loss.

Proof of insurance shall be supplied prior to payment for any materials stored off-site.

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Standard Fees Rate

Standard Removal Fee $XXX/hr.

Special Equipment Fee $XX/hr.

Stop Charge $XX/ea.

Mattresses and/or Box Springs $XX/per piece

Tires first eight (8) Included in Standard Removal Fee

Tires after the initial eight (8) $X/each