Final_RFQ_142_2200000099_1_SO_FORM.PDF

Document ID: RFQ 142 2200000099 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Snow and Ice removal Louisville

Date Issued:

11/08/2021 Record Date:

2021-11-08

Solicitation Closes Date:

12/1/21 Time:

16:30

Solicitation No:

RFQ 142 2200000099

Online Bidding Prohibited: Yes For Information Call:

Michelle McElmurray 502-892-4538

Bid Receiving Location:

Labor - Fiscal Management

500 Mero Street 3rd Floor Frankfort KY 40601

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFQ 142 2200000099 Page: 2

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 SNOW AND ICE REMOVAL LOUISVILLE

Comm Code Comm Description Manufacturer Model # Manuf Part #

96872 Snow and Ice Removal Services

Extended Description

SNOW AND ICE REMOVAL LOUISVILLE

Shipping Information Kentucky Career Center - Louisville

600 West Cedar St

Louisville KY 40202-2396

Billing Information Labor - Fiscal Management

500 Mero Street 3rd Floor Frankfort KY 40601

Document ID: RFQ 142 2200000099 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item

Contract for Snow/Ice Removal Services

COMMONWEALTH OF KENTUCKY

Kentucky Labor Cabinet Department of Employment Services

500 Mero Street ,3rd Floor Frankfort, KY 40601

Informal Request for Quotes for Snow/Ice Removal Services

THIS IS A REQUEST FOR QUOTES FOR SNOW/ICE REMOVAL SERVICES TO BE PEFORMED AT:

Please note: The Finance and Administration Cabinet Policy Procedure FAP 110-10-00: General Conditions and Instructions for Solicitations and Contracts is hereby incorporated by reference into this solicitation.

The Web site for entire Policies and Procedure manual: http://finance.ky.gov/ourcabinet/caboff/OOC/ policies.htm

Solicitation No: RFQ 142 2200000099 Due Date for Response: Close of Business (12/1/2021)

Return Request For Quotation to the above referenced address Return to Michelle McElmurray at the address shown below.

Site Visit is NOT mandatory but necessary to submit a competitive bid.

This will be the only opportunity for bidders to inspect the site. The site visit will allow bidder a chance to satisfy themselves as to all general and local conditions that may affect the cost of performance of the contract; to the extent such information is reasonable obtainable

PLEASE visit the site: At your own convenience at the address below:

1. LOCATION OF SERVICE:

State Office Building Kentucky Labor Cabinet Department of Employment Services 600 West Cedar Louisville KY 40202

2. PERIOD OF SERVICE: 12/10/2021 TO 6/30/2022. This contract may be extended at the completion of the initial contract period for 1 additional two-year period 7/1/2022 TO 6/30/2024.

Questions regarding this RFQ - Questions shall be submitted via email to Michelle.McElmurray@ky.gov by Close Of Business on November 20, 2021. No questions shall be accepted after the deadline. Oral questions shall not be accepted at any time. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted no later than November 22, 2021 to the Commonwealth's E-Procurement page.

Agency Contact: Michelle McElmurray (all inquiries) Labor Cabinet Division of Fiscal Management 500 Mero Street

Document Description Page 4

2200000099 Snow and Ice removal Louisville http://finance.ky.gov/ourcabinet/caboff/OOC/policies.htm http://finance.ky.gov/ourcabinet/caboff/OOC/policies.htm

3rd Floor Frankfort, KY 40601 502-782-9194 Michelle.Mcelmurray@ky.gov

3. SCOPE OF SERVICES TO BE PROVIDED BY CONTRACTOR/VENDOR

The vendor shall furnish all equipment (salt spreaders, snow plows, snow removal/relocation equipment, trucks, hand tools, etc.), materials, supplies, transportation, labor and supervision. The services described herein shall be performed when requested at the amounts did in the line items contained herein.

Snow and Ice Management and Removal General: The goal of this quote is to provide bare pavement or adequate traction on vehicular use areas (VUA) and pedestrian areas, allowing traffic to flow, vehicles to park, and pedestrians to walk safely upon the properties, and to ensure snow and ice removal procedures are carried out in a safe and timely manner.

The vendor shall obtain all required permits, licenses, and insurance and comply with all applicable Federal, State, and local laws, ordinances, codes, rules, and regulations during the course of the work for this contract. (NOTE: The vendor must be fully insured and will hold harmless the Commonwealth of Kentucky and Office of Education and Training from any liability or damages that may result from the provision of these services.)

The vendor shall exercise proper precaution at all times for the protection of persons and property. Follow all safety standards as set by OSHA. or other regulatory agencies.

The vendor shall repair and/or replace, at no expense to owner, any damaged sections of roads, streets, sidewalks, curbs, utilities, plant material, lawns, and structures caused by work performed under this contract or incidental thereto, whether by Contractor's own forces or by his subcontractors. Immediately notify owner of any such damage.

The vendor shall not park vehicles, trailers, or heavy equipment on turf areas or sidewalks without prior authorization from Owner. Do not block walks, drives, or parking areas during maintenance operations.

The vendor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity while carrying out work under this Contract.

The Contractor is responsible for all areas that can be cleaned by trucks with plows, salt spreaders, or other enclosed, drive-able means of removing snow, and pedestrian areas that may require manual labor.

1. Scope of Services:

Snow and ice shall be removed prior to 6:30 am Monday through Friday at the rates quoted. Sidewalk walkways are to be cleared to a 4 foot wide path. Sidewalks include the public sidewalk around the perimeter of the property. Snow shall be plowed into piles in a manner to minimize the loss of parking spaces and not to impede traffic flow. The contractor shall respond at the work site within four hours to call-backs for snow and ice removal Issues.

1/2" (inches) to 3" (inches) Sidewalk Snow Removal: $____ included in plowing of parking lot

1" (inches) to 3" (inches) Parking Lot Snow Removal: $ __

3" (inches) to 6" (inches) Sidewalk and parking Lot Snow Removal $_____

6" (inches) or above Sidewalk and parking Lot Snow Removal $____

Additional items requiring a quote:

Treating Sidewalks (to include ammonium nitrate) $___ included in salting of parking lot Salting Parking Lot (to include salt): $___ Pretreating of Parking Lot and Sidewalks (to include salt/Ammonium nitrate) $___ (The pretreating will be done upon request.)

Document Description Page 5

2200000099 Snow and Ice removal Louisville mailto:Michelle.Mcelmurray@ky.gov

The Contractor must be properly licensed and fully insured and will hold harmless the Commonwealth of Kentucky and the State Office Building from any liability or damages that may result from the provision of these services.

2. Execution:

The Contractor shall monitor weather conditions and telephones shall be manned during all stages of a snowstorm.

The Contractor shalt provide a list of office personnel, equipment operators, and sub-contractors names and telephone numbers prior to snow removal activities.

At any time the slippery conditions exist or are anticipated, or there is a complete covering of snow on pavements, the Contractor Shall Commence management services at each designated property with the application of salt or snow plowing, so that pavements are reasonably clear before 6:30 am., Monday through Friday, with exceptions noted below.

The Contractor may also be called in by the Building Manager, or their representative to commence operations.

A snow and ice removal map will be provided designating the areas to be covered by contracted services. All pavements designated by the system map shall be completely salted during a routine winter storm. (A routine winter storm is defined as a snowfall of one inch or less with temperatures being higher than 25 degrees Fahrenheit before, during, and after the accumulation, with a duration of snowfall between thirty minutes and two hours.) Treatments should continue until all pavements have been cleared and repeat applications are no longer needed during the State business hours listed below.

Spilled salt or accumulations of salt shall be removed completely and legally disposed of off-site as soon as the slippery conditions are past.

Salt shall not be applied to concrete surfaces less than one year old. For these areas, snow shall be removed and an abrasive material, such as builder’s sand, shall be applied only in the amount needed to eliminate slipping hazards.

Abrasive materials shall be removed from the pavements and disposed of after the hazardous conditions are eliminated.

Snow that is plowed shall be piled in designated common areas. Snow shall not be plied on, or block access to sidewalks, dumpsters, reserved or handicap parking spaces. Do not cover drain grates with piled snow. Efforts shall be made to stockpile snow on the lower side of elevated pavements to minimize the occurrence of hazardous conditions caused by thawing and re-freezing moisture on pavements. Pavements may require both plowing and salting to eliminate slippery conditions.

Equipment operators shall become familiar with obstacles or Other potential plow hazards on the designated properties.

Dry runs shall be made prior to the snow season, and shall be coordinated with the agency representative. All personnel should be instructed in proper handling of materials and equipment prior to the season.

Exceptions: All designated VUA's are to be clear for regular State business working hours. Exceptions for State holidays are; Veterans Day; Thanksgiving (2 days); Christmas (2 days); Now Year's (2 days); Martin Luther King. Jr. birthday.

See entire list at https://personnel.ky.gov/pageeJleave.aspx

3. Equipment Trucks used for plowing and spreading salt shall be four-wheel-drive, IA ton or larger, property licensed, of good general appearance, free of human graphic art, and in excellent mechanical condition. Trucks shall have windshield wipers/ washers, defrosters, and lights that will operate under adverse weather or plowing conditions.

Trucks shall have the necessary hydraulic, electrical, and structural modifications to accommodate a minimum 7 ft. snow plow and V-box hopper or tailgate spreader. Trucks shall be fitted with additional headlights that will light the roadway in front of the snow plow so as not to blind oncoming traffic. Trucks shall be equipped with one amber flashing light on the truck cab.

Each truck or operator shall have a two-way radio or cellular phone as a means for communications. All equipment to be used for this contract should be checked for readiness and needed repairs made as soon as possible. All salt application equipment shall be installed and calibrated, plow attachments mounted.

All equipment shall be inspected prior to each shift that the equipment is mobilized. In the event that it becomes necessary to pile snow higher than the truck-mounted plow will allow, equipment used for piling shall be a minimum of 45 Horse-Power Skid-steer loader with a four foot bucket Backhoes or hi-lift loaders with larger capacity are acceptable larger equipment.

Document Description Page 6 https://personnel.ky.gov/pageeJleave.aspx

All loading, grading, or plowing equipment shall have rubber tires and straight blade without teeth.

4. Materials: Salt applied to asphalt vehicular use areas shall be sodium chloride, calcium chloride, potassium chloride, magnesium chloride, or any mixture of these products.

Salt applied to concrete steps and pedestrian-ways shall be granular or liquid, and minimally corrosive products such as Ice Foe. Jiffy Melt, Ice Ban, Triple-S Easy Choice/Clear Choice Ice Melt, or equal.

Material Safety Data Sheets shall be provided by the Contractor for all varieties of material used prior to commencement of operations.

METHOD OF AWARD

Award shall be issued on the lowest responsive bid by a responsible bidder. Award will be based on the lowest cost to the Commonwealth meeting terms, conditions, plans, and specifications_

RIGHT TO REJECT

The Commonwealth reserves the right to reject any and all Quotations and to waive all informalities and/or technicalities where the best interest of the Commonwealth may be served.

QUOTATION WITHDRAWAL

No bidder may withdraw his Quotation for a period of thirty (30) days after the date set for receipt of Quotation.

CHOICE OF LAW AND FORUM

All questions as to the execution, validity, interpretation, construction and performance of this agreement shall be governed by the laws of the Commonwealth of Kentucky, Furthermore, the parties hereto agree that any legal action which is brought on the basis of this agreement shall be filed in the Franklin Circuit Court of the Commonwealth of Kentucky.

MINIMUM WAGE

The offeror (substitute the word "contractor' for contracts), and all suboantractors therein, shall pay to any worker directly performing a service called for in the contract, and to any person who provides a service ancillary thereto for with larger capacity are acceptable larger equipment.

All loading, grading, or plowing equipment shall have rubber tires and straight blade without teeth.

4. Materials: Salt applied to asphalt vehicular use areas shall be sodium chloride, calcium chloride, potassium chloride, magnesium chloride, or any mixture of these products.

Salt applied to concrete steps and pedestrian-ways shall be granular or liquid, and minimally corrosive products such as Ice Foe. Jiffy Melt, Ice Ban, Triple-S Easy Choice/Clear Choice Ice Melt, or equal.

Material Safety Data Sheets shall be provided by the Contractor for all varieties of material used prior to commencement of operations.

I. AWARD OF CONTRACT:

This written notice of award (or acceptance of offer) mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall be deemed to result in a binding contract without further action by either party.

II. KENTUCKY SALES AND USE TAXES:

Sales of tangible personal property or services to the State of Kentucky and its agencies are not subject to state sales or use taxes. The agency shall furnish the tax exemption number for applicable tax exempt purchases.

III. COMPLIANCE WITH STATE LAWS:

Contracts and orders shall be governed by the laws of the Commonwealth of Kentucky. The rights and obligations of the parties thereto shall be determined in accordance with these laws.

IV. CONTRACT MODIFICATIONS:

No modification to this contract shall be permitted unless the contractor receives written approval from the Commonwealth of Kentucky.

If the contractor believes modifications are necessary, he/she may request approval of the Commonwealth of Kentucky. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

Document Description Page 7

The agency reserves the right to modify this agreement for the addition or deletion of requirements deemed necessary by the agency with the mutual agreement of both parties; however modifications will not result in the expenditures against this contract exceeding $20,000 per fiscal year.

V. SELLER'S INVOICES:

Invoices shall be prepared and transmitted to the agency receiving the goods or services on or before the

10th of the month following the month in which the service(s) were rendered. One copy shall be marked "original" unless otherwise specified. Invoices shall contain, at a minimum, the following information: Contract and order number (if any), item numbers, description of supplies or services, sizes, quantities, unit prices, and extended totals.

VI. LOCATION OF SERVICE:

State Office Building Kentucky Labor Cabinet Department of Employment Services 600 West Cedar Louisville KY 40202

VII. PERIOD OF SERVICE: 12/10/2021 through 6/1/2022

VIII. SERVICES PROVIDED BY VENDOR:

Vendor shall provide services as quoted herein.

The Contractor must be properly licensed and fully insured and will hold harmless the Commonwealth of Kentucky and the State Office Building from any liability or damages that may result from the provision of these services.

IX. SUPPLIES/EQUIPMENT: The Vendor shall supply all equipment and supplies.

X. INSPECTION AND ACCEPTANCE OF SERVICES: The provider will have weekly or semiweekly inspections with the agency representative. During this inspection the provider and agency will review the facilities and discuss any improvements or changes, if needed. The agency representative will approve the provider’s invoice before payment is authorized.

XI. PAYMENT TERMS: The Commonwealth shall pay all invoices in accordance with KRS 44.010, KRS 45.453 and KRS 45.454, which basically is “when due, and within 30 working days after receipt of approved invoice.” Vendor/Contractor/Proprietor with the ability to accept credit card transactions must accept the Commonwealth Procurement Card (MasterCard) for payment of services

XII. TOTAL COST RESTRICTION: Cost of services shall not exceed $20,000 per fiscal year.

XIII. GOVERNMENTAL MANDATES (WORKMAN’S COMPENSATION, UNEMPLOYMENT

INSURANCE, ETC): The Vendor/Contractor/Proprietor is responsible for compliance with all applicable mandates concerning this agreement. For the purposes of this contract the Vendor/Contractor/ Proprietor is deemed to be an independent agent and is not considered to be an employee of the Commonwealth.

Document Description Page 8

XIV. TERMINATION OF CONTRACT: Either party may terminate this agreement at any time for just cause, or either party may cancel this agreement with thirty (30) days written notice.

XV. ACCESS TO RECORDS: The contractor, as defined in KRS 45A.030 (9) agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this contract for the purpose of financial audit or program review. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the contract and shall be exempt from disclosure as provided in KRS 61.878(1)(c). The contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884.

In the event of a dispute between the contractor and the contracting agency, Attorney General, or the Auditor of Public Accounts over documents that are eligible for production and review, the Finance and Administration Cabinet shall review the dispute and issue a determination, in accordance with Secretary's Order 11-004.

SECRETARY’S ORDER 11-004

FINANCE AND ADMINISTRATION CABINET

Vendor Document Disclosure

WHEREAS, in order to promote accountability and transparency in governmental operations, the Finance and Administration Cabinet believes that a mechanism should be created which would provide for review and assistance to an Executive Branch agency if said agency cannot obtain access to documents that it deems necessary to conduct a review of the records of a private vendor that holds a contract to provide goods and/ or services to the Commonwealth; and

WHEREAS, in order to promote accountability and transparency in governmental operations, the Finance and Administration Cabinet believes that a mechanism should be created which would provide for review and assistance to an Executive Branch agency if said agency cannot obtain access to documents that it deems necessary during the course of an audit, investigation or any other inquiry by an Executive Branch agency that involves the review of documents; and

WHEREAS, KRS 42.014 and KRS 12.270 authorizes the Secretary of the Finance and Administration Cabinet to establish the internal organization and assignment of functions which are not established by statute relating to the Finance and Administration Cabinet; further, KRS Chapter 45A.050 and 45A.230 authorizes the Secretary of the Finance and Administration Cabinet to procure, manage and control all supplies and services that are procured by the Commonwealth and to intervene in controversies among vendors and state agencies; and

NOW, THEREFORE, pursuant to the authority vested in me by KRS 42.014, KRS 12.270, KRS 45A.050, and 45A.230, I, Lori H. Flanery, Secretary of the Finance and Administration Cabinet, do hereby order and direct the following:

I. Upon the request of an Executive Branch agency, the Finance and Administration Cabinet (“FAC”) shall formally review any dispute arising where the agency has requested documents from a private vendor that holds a state contract and the vendor has refused access to said documents under a claim that said documents are not directly pertinent or relevant to the agency’s inquiry upon which the document request was predicated.

II. Upon the request of an Executive Branch agency, the FAC shall formally review any situation where the agency has requested documents that the agency deems

Document Description Page 9 necessary to conduct audits, investigations or any other formal inquiry where a dispute has arisen as to what documents are necessary to conclude the inquiry.

III. Upon receipt of a request by a state agency pursuant to Sections I & II, the FAC shall consider the request from the Executive Branch agency and the position of the vendor or party opposing the disclosure of the documents, applying any and all relevant law to the facts and circumstances of the matter in controversy. After FAC’s review is complete, FAC shall issue a Determination which sets out FAC’s position as to what documents and/or records, if any, should be disclosed to the requesting agency. The Determination shall be issued within 30 days of receipt of the request from the agency.

This time period may be extended for good cause.

IV. If the Determination concludes that documents are being wrongfully withheld by the private vendor or other party opposing the disclosure from the state agency, the private vendor shall immediately comply with the FAC’s Determination. Should the private vendor or other party refuse to comply with FAC’s Determination, then the FAC, in concert with the requesting agency, shall effectuate any and all options that it possesses to obtain the documents in question, including, but not limited to, jointly initiating an action in the appropriate court for relief.

V. Any provisions of any prior Order that conflicts with the provisions of this Order shall be deemed null and void.

By signing this signature page, the vendor agrees to the included terms and conditions.

Contract Start Date: ________ Contract End Date: _________

1st Party X________________________Title_______________Date:__________ (Commonwealth of KY)

X________________________Title_______________Date___________ (Contractor)

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