IFB_2407-01_Exhibit_1_Scope_of_Work.pdf

IFB Title: Bottled Water Service IFB Number: 2407-01

Exhibit 1 Scope of Work

Detailed description of Supply and Services covered under this IFB is given below:

A. Delivery Requirements

1. The Service Provider will deliver freshwater bottles in 3 and 5-gallon sizes as requested by Court’s Project Manager.

The Service Provider will deliver to several dispenser sites located in 9 different building locations across the cities of Richmond, Martinez, Walnut Creek and Pittsburg, California.

The location addresses and number of dispenser sites in each building are as follows:

ID Location name and address

Approximate number of dispenser sites currently being serviced

i. Wakefield Taylor Courthouse, 725 Court Street, Martinez, CA 16

ii. A.F. Bray Courthouse Annex, 1010 Ward Street, Martinez, CA 3

iii. A.F. Bray Courthouse, 1020 Ward Street, Martinez, CA 10

iv. Court Records, 1111 Ward Street, Martinez, CA 1

v. Peter L. Spinetta Family Law Courthouse, 751 Pine Street, Martinez, CA 3

vi. Systems and Facilities, 911, Alhambra Ave., Martinez, CA 4

vii. George D. Carroll Courthouse, 100 37th Street, Richmond, CA 5

viii. Walnut Creek Courthouse, 640 Ygancio Valley Rd, Walnut

Creek, CA 2

ix. Richard E. Arnason Courthouse, 1000 Center Drive, Pittsburg, CA 3

The number of dispenser sites indicated in the above table are estimates. They are subject to change although the change is expected to be minimal. The bidder should be ready to service all the locations without considering the number of dispenser sites to be serviced in any location.

2. All dispensers provided to the Court may be new or refurbished in like-new condition.

The Service Provider will ensure the sanitation of refurbished dispensers. The Service Provider will provide relevant records to confirm the sanitation of refurbished dispensers as and when requested by the Court. The Service Provider will provide Cup-holders with each dispenser.

3. The Service Provider will deliver water bottles a minimum of two times per month Monday through Friday (approximately every 14 to 17 days) except holidays. The Court will provide a Holiday schedule.

4. The Service Provider will abide by a 48-hour turnaround in providing more water when dispenser site is out of water and the next delivery date is more than 4 calendar days out.

This 48-hour response time excludes weekends, Court holidays and circumstances created due to acts of Nature.

5. The Service Provider will abide by a 48-hour turnaround to provide a new dispenser due to malfunction of existing dispenser. This 48-hour response time excludes weekends, Court holidays and circumstances created due to acts of Nature.

6. In the event the Service Provider is unable to access a specific dispenser site once in the building, the Service Provider may leave and pick up bottles from outside of the inaccessible room unless a note from the occupant states differently.

7. The Service Provider must notify the Court at least one business day in advance if a delivery must be cancelled or rescheduled for any location.

8. The Service Provider will accommodate a change in water delivery schedule to new dispenser site within a building location.

9. The Service Provider will provide annual water bottle delivery schedules electronically to Court Facilities (email: CourtFacilities@contracosta.courts.ca.gov) two Court business days before the first delivery day of the new calendar year. Schedules are subject to change. Schedule changes will be provided to Court Facilities two Court business days in advance.

10. In the event a water bottle or a dispenser is damaged due to no fault of the Court, the Service Provider will replace the same at no cost to the Court.

11. The Service Provider will move any dispenser or provide additional dispensers at new sites or locations at price noted in this Agreement. This change will be effective in the next monthly billing statement.

12. All the Service Provider’s delivery personnel will have passed a Court mandated background check. The Service Provider’s personnel will wear their company issued photo ID at all times while providing service to the Court.

13. The Service Provider will assign one or two drivers to serve all locations of the Court.

14. The Court has sole discretion to increase/decrease service as and when needed.

B. Invoicing Requirements

1. Each monthly billing statement should contain the latest contact phone number to correct or update billing information.

2. Each city should be assigned a sub-account number under the master account number.

3. Monthly billing statements should be grouped in order of building location serviced followed by dispenser locations visited within the building location.

4. Each dispenser should have a unique identifier dispenser location address like Department name, etc. and billing statement should reflect for each unique identifier dispenser location address: number of dispensers, number of five- or three-gallon bottles mailto:CourtFacilities@contracosta.courts.ca.gov delivered during the monthly billing period. The address location for each dispenser should include street address, room number and floor if available and applicable.

5. The Service Provider should inform the Court of the procedure for updating dispenser location when a new or changed location will be in effect.

C. Service Provider Operations Coordinator The Service Provider shall assign an Operations Coordinator, other than the Service Provider’s District Manager or Account Manager, to be the single point of contact for the Court for all service-related matters, including quality issues, service location issues, billing issues, etc.