CITY OF TUCSON

REQUEST FOR QUALIFICATIONS

230008

JOB ORDER CONTRACT (JOC) FOR ROOFING SERVICES

Due Date: Friday, November 4, 2022

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/23425

PUBLISH DATE: October 7, 2022 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 QUALIFICATIONS NO. 230008

BUSINESS SERVICES DEPARTMENT Page 2 of 71 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Emily Clark

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4129

Attachments:

A - OFFER AND ACCEPTANCE

B - SBE PROGRAM PROVISIONS

C - DBE PROGRAM PROVISIONS

F - HOT WORKS AND WELDING POLICY (SD-026)

G - HUD-5369, HUD-5369-A, HUD-5370

H - HUD-4010: FAIR LABOR STANDARD PROVISIONS

I - HUD MAINTENANCE WAGE RATE DETERMINATION (MWRD)

J - HUD SECTION 3 REQUIREMENTS

BUSINESS SERVICES DEPARTMENT Page 3 of 71

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR QUALIFICATIONS NO 230008

Job Order Contract (JOC) for Roofing Services

The City of Tucson (COT) is conducting a competitive one-step process to retain up to three (3) contractors for a Job Order Contract (JOC) to provide roofing services for various City buildings.

Individual job orders should not exceed two-hundred and fifty thousand dollars ($250,000) and the estimated budget for the first year is two-hundred thousand dollars ($200,000). The term of this contract will be two (2) years with up to three (3) additional one-year renewal options. Services will be requested on an as-needed, if-needed basis and the resultant contract is neither exclusive nor a commitment by COT that the Contractor’s services will be required.

COT invites interested firms to submit written Statements of Qualifications (SOQs) relating to this solicitation. A screening committee will evaluate firms’ qualifications and experience with similar projects.

SUBMITTAL DUE DATE: Friday, November 4, 2022 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Tuesday, October 18, 2022

TIME: 11:00 am LOCAL AZ TIME

LOCATION: Microsoft Teams Virtual Meeting (Join Here)

Or call in (audio only): +1 213-293-2303, Phone Conference ID: 813 566 849#

QUESTIONS SHALL BE DIRECTED TO: Emily Clark

(520) 837-4129 emily.clark@tucsonaz.gov

Publication Dates: Wednesday October 12, 2022, and Wednesday, October 19, 2022

Posted Date: Friday, October 7, 2022 https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGYyYjdmNmEtMDA0Yy00M2E3LThhYTMtMTJlZGRjOGMzMjYw%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22652e9589-6721-4fcc-9850-5df86435b5d0%22%7d

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B. INTRODUCTION

B.1. Summary

The City of Tucson, Environmental General Services Department - Facilities Communication Maintenance Division (FCM) and Housing and Community Development (HCD) are conducting a competitive one-step process to retain up to three (3) Contractors for a Job Order Contract (JOC) to provide roofing services for various City buildings. Federal funding sources may be used. Any projects utilizing Housing and Urban Development (HUD) funding will be subject to the applicable, terms, conditions, and certifications, as attached herein. HUD Maintenance Wage Rate and/or Davis Bacon eligible projects will be identified in the request for price and schedule proposals for individual projects.

The purpose of this JOC is to ensure that roofs at City buildings and facilities are promptly and effectively repaired to minimize damage and inconvenience to building occupants brought on by leaking, damaged, or otherwise failing roof systems. Individual job orders for work under this JOC may range from small repairs to roof replacements. The appropriate type of roofing material will be selected to fit the requirements of each building.

FCM is responsible for providing building maintenance services at most City-owned buildings and facilities through a combination of in-house staff and contracted services. Work performed under this contract will be coordinated, monitored, reviewed, and approved primarily by staff from FCM.

B.2. Background

Job Order Contracting is an alternative delivery method for construction of public works projects. JOCs differ from the standard project-specific, low bid contracts in that they are indefinite-quantity contracts, which can be awarded on the basis of qualifications. Best value may be considered in awarding the JOC or in awarding job orders under the JOC contract.

During the term of the JOC, work is performed by way of individual job orders. Each job order, initiated by the City, is defined cooperatively by the City and Contractor. Scope, schedule, price, and liquidated damages (if applicable) are agreed upon in an executed Notice to Proceed letter prior to proceeding with the work.

B.3. Contact Information

Emily Clark Contract Officer 255 W. Alameda 6th Floor West Tucson, AZ 85701 Email: emily.clark@tucsonaz.gov Phone: (520) 837-4129 Department:

EGSD

B.4. Timeline mailto:emily.clark@tucsonaz.gov tel:(520)837-4129

BUSINESS SERVICES DEPARTMENT Page 5 of 71

Posted Date October 7, 2022

Pre-Submittal Conference (Non- Mandatory)

October 18, 2022, 11:00am

Agenda

Microsoft Teams Virtual Meeting

Question Submission Deadline October 30, 2022, 2:00pm

Submittal Due Date November 4, 2022, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGYyYjdmNmEtMDA0Yy00M2E3LThhYTMtMTJlZGRjOGMzMjYw%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22652e9589-6721-4fcc-9850-5df86435b5d0%22%7d

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C. SCOPE OF WORK

C.1. Expertise, Knowledge, and Training

A. The Contractor and Contractor Technicians must maintain complete and up-to-date expertise, knowledge, and training (including all appropriate professional and technical certifications) for the professional performance of any and all required or recommended manufacturer processes, procedures, and techniques for the repair of roofs and replacement of roofing systems.

B. Contractors and all Contractor Roofers performing repairs or installation using SIPLAST, SOPREMA, or other products and systems must have full, complete, and up-to-date manufacturer training and certification for these roofing techniques and systems.

C. The Contractor must consult with the City of Tucson as necessary and appropriate to clarify the scope of existing specifications, to discuss changes to specifications or procedures, and to otherwise inform, advise and consult.

D. Manufacturer recommended specifications and procedures as well as any changes to manufacturer recommended or required maintenance/repair procedures that occur during the term of this contract will automatically become part of this contract and will not result in additional cost to the City. Increased cost to the Contractor may be addressed for consideration as part of annual contract renewal. The Contractor will provide written notification to the City of Tucson within five (5) working days of any changes to manufacturer's required or recommended preventive maintenance or repair procedures, regardless of whether the Contractor is working on a current roofing project.

E. All work must be performed per the details, specifications, standards, and requirements of each manufacturer for each type of roof system scheduled for repair, replacement, or installation. All work must be performed by a certified roofer so as not to void any existing roof manufacturer’s warranty.

F. In addition to the manufacturer specifications, all work must be performed in accordance with the City's Architecture & Engineering Division Building Design and Construction Standards.

Please reference Division 07 - Thermal and Moisture Protection of the Architecture & Engineering Division Building Design and Construction Standards, available online at https://www.tucsonaz.gov/gs/architecture-engineering.

G. The City may require additional specifications which will be submitted to the Contractor at the time of a project request.

H. The Contractor and Contractor Technicians must maintain complete and up-to-date expertise, knowledge, training (including all appropriate professional and technical certifications), medical clearance and personal protective equipment (PPE) for the professional performance of any and all required or recommended Asbestos Containing Material (ACM) processes, procedures, and techniques for the repair of roofs and replacement roofing systems.

https://www.tucsonaz.gov/gs/architecture-engineering

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C.2. Roofing Project Proposals

A. The City of Tucson may request the Contractor(s) to provide a written Roofing Project Proposal (RPP). RPPs will be requested at the sole discretion of the City of Tucson and may be requested of multiple Contractors, and may not be construed by the Contractor to be a guarantee that the work will be assigned to the Contractor. For additional information on the basis for awarding individual job orders, refer to Special Terms and Conditions - Basis for Awarding Individual Job Orders.

B. At the time of the request, the Contractor must inform the City of Tucson if the Contractor will not provide an RPP. The Contractor must provide a written statement of their reasons for declining to submit an RPP within three (3) business days.

C. At the time of the request, the City of Tucson and the Contractor will agree on a date and time to conduct a pre-proposal inspection at the site of the project. The pre-proposal inspection will occur within ten (10) business days of the request. While the City of Tucson will attempt to find a mutually agreeable date and time for the pre-proposal inspection, the date and time of the inspection will be conducted at the convenience of the City of Tucson.

D. Prior to the pre-proposal site inspection, the City of Tucson will provide to the Contractor the intended specifications for the project. The project specifications will include:

1. Project address

2. Building name

3. Project description

4. Roofing system components to be repaired or replaced

5. Measured project square footage

6. Manufacturer products and specifications to be used

7. Moisture testing requirements (if any)

8. Davis Bacon wage requirements (if applicable)

9. HUD Maintenance Wage Rate (if applicable)

10. SBE/DBE subcontractor participation goals (if applicable)

E. On-site pre-proposal inspections will be conducted in the presence of the City of Tucson to fully clarify the project and resolve any issues or concerns. The Contractor will use the pre-proposal inspection to fully familiarize themselves with the scope of the intended work, verify manufacturer's specifications and products to be used, obtain clarifications from the City of Tucson on any or all aspects of the project, discuss project time requirements, and obtain any other information necessary for the Contractor to provide a substantive, detailed, and complete

RPP.

F. Within five (5) business days of conducting the pre-proposal inspection, the Contractor must submit a written RPP to the City of Tucson. The RPP must be submitted either by email, fax, mail, or hand delivery.

G. The written RPP must be of a standard form and format as developed by the Contractor. Draft proposal forms and formats must be submitted with the Statement of Qualifications (SOQ) and

BUSINESS SERVICES DEPARTMENT Page 8 of 71 the Contractor agrees to accept and implement any revisions to the standard format at any time as requested by the City of Tucson after contract award. Revisions to the form and format will be completed promptly, in time to be used after contract award.

H. A Roofing Project Proposal must include the following information:

1. Project address

2. The City of Tucson square footage of roof surface

3. Contractor measured square footage of roof surface

4. Space for square footage discrepancy (City of Tucson to Contractor measurement)

5. Detailed project cost (reconciled to contracted price lists/rates), including labor and materials breakout

6. Roofing system components to be repaired or replaced per manufacturer's specifications

7. Manufacturer products to be used

8. Volumes of materials to be used

9. Detail regarding building equipment, penetration areas, fascia, etc. that will in whole or in part be affected by the roofing project, and information regarding how such components will be affected

10. Warranties by type of work and products

11. Specifications for any techniques or products outside of manufacturer's specifications

12. Requirements for specialized or additional equipment (crane rentals, sandblasting equipment, etc.)

I. The Contractor will be required to verify all existing conditions, dimensions of repair work areas, roof electrical lines, mechanical equipment (electrical voltage requirements), condition of roof substrate, walls, roof edges, gutters, and roof penetrations, presence of moisture, and any other condition necessary to perform the work.

J. The Contractor will rely on the manufacturer specifications when developing proposals.

Manufacturer specifications will be provided by the City of Tucson or the Contractor will obtain the specifications from the manufacturer. Manufacturer specifications must be provided as an attachment to the proposal.

K. The City of Tucson will review submitted RPPs and either accept, request revisions, or decline the RPP. The City of Tucson will notify the Contractor of the acceptance or rejection of the

RPP.

L. The City of Tucson will submit to the selected Contractor a written Notice To Proceed on the project.

C.3. Roof Project Warranty Requirements

The Contractor will provide the following warranties:

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A. Roof Systems: Minimum twenty (20) year product warranty.

All complete or partial roof installations will be considered a complete system, including all penetrations, wall flashing, curbs, caps, drains, etc. There will be no exclusions. Upon successful completion of the project and after all post-installation procedures have been completed, the Contractor will furnish the City with all minimum manufacturer labor and materials combined option membrane guarantee. The guarantee will be a term type, without deductibles or limitation on coverage amount. This guarantee will not exclude random areas of ponding from coverage for the first ten years.

B. Roof Coating: Minimum ten (10) year warranty.

C. Contractor Workmanship: Minimum five (5) year warranty.

C.4. Emergency Roof Repairs

A. The City of Tucson will notify the Contractor by telephone call to request emergency roofing repair services during after hours, weekends or holidays. Telephone calls will be made by the City of Tucson to the designated telephone number(s). The Contractor and the City of Tucson will discuss a response time for the emergency repairs and when the Contractor must arrive on-site prepared to perform the work. The City of Tucson will determine if the response time is adequate and inform the Contractor.

B. The Contractor will immediately inform the City of Tucson if they are unable to perform the emergency repair service and the reason for being unable to respond.

C. The Contractor will arrive on-site to the emergency roof repair location fully prepared and equipped to assess the scope of the required repair within two (2) hours of telephone notification by the City. The time of the notification will be documented by the City and the time of notification will be provided by the City Representative at the time the service call is made by the City. The City of Tucson will meet the Contractor at the site.

D. After completing an assessment of the scope of the required roof repair, the Contractor will immediately notify the City of Tucson of the nature of the required repairs and provide an estimate of the time and cost required to repair the roof. As directed by the City of Tucson, repairs may involve complete minor repairs or temporary repairs pending more complete work at another time.

E. Upon authorization received from the City of Tucson, the Contractor will immediately commence and complete the emergency repair of the roof to the full satisfaction of the City of Tucson.

F. At the conclusion of roof repair work, the Contractor will immediately complete and present to the City of Tucson a written Roof Repair Service Report that identifies the repairs or replacements made, products used, parts repaired or replaced, and suggestions or recommendations for further work.

C.5. Performing Roof Projects and Repairs

During any roofing project, in addition to any other requirement in this contract the Contractor must:

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A. Arrive on site fully prepared and equipped with all materials and equipment necessary to commence immediately and perform the roofing project.

B. Perform all roof projects in full compliance with specific Roof Project Price Proposal, Notice To Proceed, emergency repairs estimate, and all relevant technical and applicable manufacturer specifications in a good workmanlike manner.

C. Be fully responsible of the ways, means, methods, techniques, procedures, and for performance and enforcement of safety requirements relating to the project.

D. Comply with the City of Tucson's Hot Works and Welding Policy (found as an attachment to this solicitation). Designate one person on each crew to perform a daily fire watch. The designated crew member will watch for fires or smoldering materials on all areas of roof construction. Continue the fire watch for 30 minutes after roofing material application has been suspended for the day.

E. Comply with all relevant standards and code requirements for erection of structurally adequate site, work, street, or other barricading. Where appropriate and needed, provide lighting, including flashing red or amber lights.

F. Conduct work during the hours indicated on the Notice to Proceed. Work may either be conducted during normal business hours, after hours, weekends, or holidays.

G. Provide a minimum five (5) days' notice to the City and manufacturer prior to commencing any work and notify both parties on a daily basis of any change in work schedule.

H. Direct and coordinate the work of all subcontractors to create general cooperation between trades and facilitate expeditious progress of work.

I. Confine workers, apparatus, the storage of materials, and operations of his workmen to the limits indicated by law, ordinances, permits, or directions of the City Representative, and not unreasonably encumber the premises with materials or equipment.

J. Coordinate and schedule in writing after verbal consultation no less than three (3) business days in advance with the City of Tucson or Roofers any required utility outage and switch-over.

Include in the advance notice (1) the date and time for the switch over to occur, (2) estimated total time of the outage or switch over, (3) the systems to be impacted by the switch over, (4) the contractor performing the work. Any outages or switchovers of utilities that may cause impact to the facility being repaired and/or re-roofed must be done when the building is not occupied. The site coordinator will have the final approval of date and time of all outages.

K. Secure all materials and equipment on the site and ensure that no materials or equipment are "point-load" on the roof. Materials must be set on the roof using insulation pads and/or plywood skids, so as not to puncture or deflect roof.

L. Schedule site visits from manufacturers to approve roof decking and substrate prior to installing roof, obtain from the roofing materials manufacturer a written approval of decking and substrate, and provide to the City of Tucson a copy of the written approvals.

M. Not allow the application of roofing materials during precipitation or at times before or after anticipated precipitation to ensure that products are applied during manufacturer recommended weather conditions. The Contractor will take adequate and appropriate

BUSINESS SERVICES DEPARTMENT Page 11 of 71 precautions to ensure that materials, applied roofing, and building interiors are protected from possible moisture damage or contamination.

N. Not apply cold adhesive if low outside temperatures might interfere with the proper application of the cold adhesive products. Store cold adhesive products in a sufficiently warm manner immediately prior to use. Use a shop squeegee to assist in an even distribution of the adhesive (cut notches out of the rubber blade of the squeegee). Suspend application in situations where the adhesive cannot be kept at temperatures allowing for even distribution.

O. Protect newly applied roofing materials and adjacent surfaces from any staining or mechanical damage.

P. Prevent access by the public to materials, tools, and equipment.

Q. Complete, to the City’s full satisfaction, all job site clean-up including building interior, exterior and landscaping where affected by the construction. Remove all debris daily from the project site and take to a legal dumping area authorized to receive such materials. At the conclusion of the project, clean the work site of rubbish, litter, and other foreign substances, to include the use of a magnet around the entire roof and grounds around building to collect all nails and metal debris. Sweep paved areas broom clean and remove stains, spills, and other foreign deposits.

R. Comply with regulations for safety standards for cleaning. Do not discharge volatile, harmful or dangerous materials into drainage systems. Remove waste materials from the site and dispose of in a lawful manner.

S. Coordinate with the City the disposition of any extra, left-over material of value remaining after completion of the work that will become the City’s property.

T. Ensure the regular and periodic inspection, review, and approval by the City of Tucson and by the appropriate manufacturer representatives of all phases of work requiring such inspection.

U. Correct, upon the direction of the City of Tucson or manufacturer representative, any work or work-related condition, determined by any of the parties to require correction.

V. Deliver, store and handle products in accordance with the manufacturer’s recommendations, using means and methods that will prevent damage, deterioration and loss, including theft.

W. Coordinate delivery with installation time to ensure minimum holding time for items that are flammable, hazardous, easily damaged, or sensitive to deterioration, theft and other losses.

X. Deliver products to the site in the manufacturer’s original sealed container or other packaging system, complete with labels and instructions for handling, storing, unpacking, protecting and installing.

Y. Inspect products upon delivery to ensure compliance with the manufacturer's standards and requirements, and to ensure that products are undamaged and properly protected.

Z. Comply with manufacturer’s instructions and recommendations for installation of products in the applications indicated.

AA. Request in advance from the City of Tucson electrical and water service for use during the project for project-related requirements only. Electric and water costs will be paid by the

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City; however, the Contractor will pay for unanticipated or excessive water usage as determined by the City of Tucson.

C.6. City's Responsibilities

The City of Tucson will designate one or more representatives to oversee the Contractor's work. These City Representatives may be present during any roof projects to perform certain functions including but not limited to: assist the Contractor as appropriate; monitor the Contractor's performance; consult with manufacturer representatives; review, accept, or decline to accept the work performed by the Contractor; and ensure overall contract compliance.

The City of Tucson designated Representative(s) will:

A. Serve as the primary City contact(s) for roof projects and repairs for buildings that are the responsibility of their respective department (FCM or HCD).

B. Develop roof project specifications.

C. Coordinate on-site pre-project proposals and meet with the Contractor at the roof project location/site on the specified date and time scheduled for commencement of project or repair.

D. Review, decline, or approve Roof Project Proposals.

E. Develop and submit Notices to Proceed for all work.

F. Provide or coordinate Contractor access to work sites, buildings, yards, etc. to facilitate the work, and resolve any unanticipated access issues. Assign as necessary facility access keys as needed for access to the roofing sites and/or building facilities. Contractors will bear a financial burden, should keys be lost during the construction of a job.

G. Consult with the Contractor in advance and during the course of all roofing projects to ensure the work progresses and is completed to the full satisfaction of the City.

H. Consult with manufacturer representatives to verify proper product uses and application.

I. Conduct routine and periodic inspections at their convenience of the work of the Contractor at any time during the project.

J. Consider any recommendations or suggestions made by the Contractor during the project regarding any aspect of the project that may deviate from the approved project specifications or notice to proceed, and approve or decline to approve any such recommendations or suggestions.

K. Review, approve, or decline to accept work at any phase of the roof project, and direct the Contractor to correct any deficient processes, products, applications, or other Contractor actions.

L. Act as liaison with primary building contact to inform occupants of the work, minimize disruption to public services or the work of building occupants, resolve problems, respond to building occupant complaints, inform occupants of actions that may disrupt the work of building occupants or interfere with public service (such as electrical shutdown, etc.), and notify occupants of project completion.

M. Review, approve, or decline to approve the roofing project or repair in whole or in part.

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N. Provide other assistance to the Contractor as necessary and appropriate to expedite the project.

C.7. Contractor Employee Requirements

A. The Contractor will designate a management or supervisory individual to act as Company Representative who will be responsible for and have authority to act in overseeing and supervising the Contractor Technician(s); be available at the request of the City to inspect work, meet and discuss work, resolve performance issues; and to provide technical advice, consultation, or input as requested by the City. The Company Representative will be available at all times via telephone and will be able to respond within 48 hours to requests for meetings or consultation, and within 2 hours to emergencies as determined by the City Representative.

B. The Contractor will only utilize individuals to work on this contract who have successfully completed a background investigation conducted by the Tucson Police Department. The Contractor will submit the names of individuals the Contractor intends to perform work to the City Representative(s). Individuals must not perform work until the City Representative notifies the Contractor of successful completion of the background investigation. The City Representative will notify the Contractor of the results of the background investigation as either ‘Pass’ or ‘Fail.’ No other information will be provided. The Contractor will not assign work to individuals who have failed the criminal background investigation. Personnel may begin work only after the background investigation is complete and the City Representative has notified the Contractor. Criminal background investigations are conducted at no cost to the Contractor.

C. The Contractor will ensure that all Contractor employees and personnel conduct themselves in a professional manner, and maintain positive, open, respectful and constructive communication with FCM, HCD, other City staff, and the public. The Contractor will ensure that all employees wear photo identification badges that clearly show the Contractor’s company name and the first and last name of the employee. Contractor employees must wear these identification badges at all times while on a City of Tucson job site.

D. Contractor will provide portable restroom facilities for their workers, to be placed on-site as directed by the City of Tucson.

E. The Contractor will ensure that all Contractor employees and personnel, while working at City buildings or sites, or otherwise engaged in performing work for the City, are not under the influence of alcohol, drugs or other intoxicants, do not engage in any illegal activities, and are not in possession of weapons.

F. The Contractor will immediately remove at the direction of the City of Tucson, or other City staff, any employee or worker from current and future assignment to work at City buildings or sites in response to the City Representative's determination that the Contractor employee is incompetent, abusive, disorderly, disrespectful, ineffective, inefficient, in possession of or under the influence of intoxicants or narcotics, or in possession weapons. The City reserves the right to have Contractor employees removed with the assistance of contract security or the appropriate law enforcement agency.

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C.8. Legal Requirements

A. The Contractor will be knowledgeable of and obtain any and all licenses, permits, certifications or other relevant documents and authorizations required to perform any work under this contract, and provide evidence of such to the City of Tucson upon request.

B. The Contractor will pay any and all taxes, charges and fees that are necessary or required.

C. The Contractor will provide workmanship that is of the highest professional and industry standard by performing all work in strict accordance with any and all applicable codes, work standards, manufacturer specifications, and any legal, regulatory or industry requirement or standard.

D. The Contractor will conduct work in strict adherence to all applicable professional and legal safety standards and requirements, particularly any Occupational Safety and Health Administration (OSHA) requirements.

C.9. Monitoring Contractor Performance

A. The Contractor will fully and at all times cooperate with the City of Tucson contract compliance function to ensure that the City receives all contracted services and that the Contractor is paid promptly and fully for work performed to the City's satisfaction.

B. The City of Tucson may utilize any or all of the following steps when monitoring Contractor performance:

1. On-Site Monitoring: Conduct visual on-site work performance during all roofing projects, through the use of observation, discussion, and technical consultation.

2. Inspection of Equipment, Parts, Materials, Supplies: Inspection or testing of any and all equipment, parts, materials, supplies, or services provided by the Contractor to verify contact compliance. Inspections may be done with the assistance of manufacturer representatives.

3. Testing of Equipment: Conduct independent testing, or have tested by an outside third party, any equipment, parts, materials, supplies, installations, repairs, services to verify equipment specification and performance.

4. Independent Inspection or Audit: Notwithstanding any other audit clause in this contract, the City of Tucson may at any time conduct a review, inspection or audit of the Contractor's performance related to any contract requirement, independent of any contract compliance activities conducted by others.

C. The City of Tucson will attempt to resolve any contractual issues at the lowest possible level using the following steps to document and correct performance issues. These steps will be preliminary and in addition to any other standard contractual remedies.

1. Informal Discussion: The City of Tucson will attempt to promptly and informally resolve non-critical contract performance issues at the first level through a discussion with on-site Contractor technicians. Matters unresolved will be escalated to the City of Tucson management.

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2. Reporting Deficient Performance to the Contractor: The City of Tucson management will contact the Contractor, requesting follow-up action to resolve the performance matter. The City of Tucson management and the Contractor may 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.

3. Unresolved Performance Issues: Performance issues that have not been fully resolved and corrected by the Contractor will be referred to the City of Tucson Business Services Department - Procurement Division for remedy action.

C.10. Pricing

The Awarded Contractor(s) must submit a completed price proposal per each project using rates/prices established during contract negotiations that will be conducted with successful offerors. The negotiated Price List will identify most roofing work by roof type, component, feature, and labor rates for work conducted during normal business hours, and for after hours, weekends, and holidays.

A. Labor rates will apply for work conducted during times as follows:

o Business Hour Rate: Monday through Friday, 6:00 am to 4:30 pm, excluding holidays.

B. After Hours/Holiday Rate: Monday through Friday, 4:31 pm to 5:59 am, weekends, and City holidays.

C. Prices contained within Roof Project Proposals or estimates for roof repair work must conform to the negotiated Price List.

D. For the purpose of calculating the time allocated to a repair call, the Repair Time will commence when the Contractor has arrived on site, fully prepared to commence work promptly, and will cease when the City of Tucson determines that the repair assignment has been completed. The City of Tucson will be solely responsible for determining the start and end times of any repair job.

E. Hourly rates must not include travel time to a work project or repair work site, nor any time after the completion of a preventive maintenance or repair site.

F. The Contractor will respond ready to work. The City will not pay additional labor or mileage rates for any trip off site to pick up tools, parts, or materials necessary to complete the work required by a service call.

G. For on-call repair work conducted during a single day but conducted over the course of both Business Hours and After Hours/Holiday Hours, the applicable rate will be paid for time worked during each time frame (business hours rate paid for work conducted during those hours, after hours/holiday hours rate paid for work conducted during those hours).

C.11. Invoices

Contractor must not submit an invoice for payment prior to the completion of service. In order for an invoice to be consider as “accepted” for payment it must have the following required information:

A. Contractor must submit separate invoices for each on-call repair service rendered.

B. The date of invoice must not be prior to the date of service completion.

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C. The Contractor must electronically submit the invoice, field report, and any associated documentation to EGSD-Payables@tucsonaz.gov (FCM) or HCDAccountsPayable@tucsonaz.gov (HCD), or to the address provided by the requesting City department with reference to the City of Tucson.

D. The invoice must include an itemized list of charges based on work performed, including the system or component repaired or replaced (i.e. labor hours, equipment rental, permit, etc.).

E. The invoice must include an itemized list of parts with associated charge. Parts and permits will be reimbursed at Contractor costs only, with no markup or margin. Original receipt or purchase invoice from supplier may be requested.

F. Neither Trip Charges nor Hourly Rate for Travel Time are allowed. A reasonable fuel charge may be considered for services provided outside the City limits.

G. The City of Tucson will verify that the work has been completed and required documentation has been submitted before the invoice is approved for payment.

In addition to the above requirements, invoices for work completed for FCM must include:

A. The assigned Enterprise Asset Management (EAM) number

B. The City Representative's name

C. The site name and 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 subsequent contract, the following definitions shall apply:

City (COT): The City of Tucson, Arizona

Contract: The legal agreement executed between the City and the Contractor/Contractor.

Contractor/Contractor: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Director of Business Services: 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.

Offeror: The individual, partnership, or corporation who submits a proposal in response to a solicitation.

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the City’s sole discretion, result in the rejection of a proposal as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information.

D.2. PRE-SUBMITTAL CONFERENCE:

If scheduled, the date and time of a Pre-submittal conference is indicated in Notice. Attendance at this conference is not mandatory. Written minutes and/or notes will not be available, therefore attendance is encouraged. If an Offeror is unable to attend the Pre-submittal Conference questions may be submitted in writing. Offerors are encouraged to submit written questions, via electronic mail or facsimile, at least five days prior to the Request for Qualifications due date to the Contract Officer listed above. The purpose of this conference will be to clarify the contents of this Request for Qualifications in order to prevent any misunderstanding of the City's position. Any doubt as to the requirements of this Request for Qualifications or any apparent omission or discrepancy should be presented to the City at this conference. The City will then determine the appropriate action necessary, if any, and may issue a written addendum to the Request for Qualifications. Oral statements or instructions will not constitute an addendum to this Request for Qualifications.

D.3. INQUIRIES:

Any question related to the Request for Qualifications shall be directed to the Contract Officer whose name appears above. An offeror shall not contact or ask questions of the department for whom the requirement is being procured. The Contract Officer may require any and all questions be submitted in https://secure.procurenow.com/portal/tucson-az/projects/23425?section=184133

BUSINESS SERVICES DEPARTMENT Page 18 of 71 writing. Offerors are encouraged to submit written questions via electronic mail, at least nine days prior to the submittal due date. Any correspondence related to a solicitation should refer to the appropriate Request for Qualifications number, page and paragraph number. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the Request for Qualifications will be binding.

D.4. ADDENDUM OF REQUEST FOR QUALIFICATIONS:

The Offeror shall acknowledge receipt of a Request for Qualifications Addendum by signing and submitting the document through the City’s online bidding system by the specified due date and time.

D.5. FAMILIARIZATION OF SCOPE OF WORK:

Before submitting a statement of qualifications, each Offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a statement of qualifications will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization.

D.6. PREPARATION OF STATEMENT OF QUALIFICATIONS:

A. All submittals shall be on the forms provided in this Request for Qualifications package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered.

B. At a minimum, your statement of qualifications should include the signed Offer and Acceptance page, signed copies of any solicitation addenda and your response to all evaluation criteria.

C. The Offer and Acceptance page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer and Acceptance page, solicitation addenda, or cover letter accompanying the submittal documents shall constitute an irrevocable offer to sell the good and/or service specified herein. Offeror shall submit any additional requested documentation, signifying intent to be bound by the terms of the agreement.

D. The authorized person signing the submittal shall initial erasure, interlineations or other modifications on the submittal.

E. It is the responsibility of all offerors to examine the entire Request for Qualifications package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a submittal confers no right of withdrawal after due date and time.

F. The City shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation.

G. Offeror must list any subcontractors to be utilized in the performance of the services specified herein. For each subcontractor, details on respective qualifications must be included.

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H. SOQs shall not include any information regarding fees, pricing, person hours or other cost information.

D.7. SUBMITTAL FORMAT:

A statement of qualifications should be submitted on the forms and in the format specified in the solicitation. Any information that the offeror requested to be held as confidential shall be clearly marked as such. The material should be in sequence and related to the solicitation. The sections of the submittal should be organized, clearly identifiable, and should include a minimum of the following sections: the completed Offer and Acceptance page, all signed addenda, and the offeror’s response to the Evaluation Criteria. Failure to include the requested information may have a negative impact on the evaluation of the offeror's submittal.

D.8. EXCEPTIONS TO CONTRACT PROVISIONS:

A response to any Request for Qualifications is an offer to contract with the City based upon the contract provisions contained in the City's Request for Qualifications, including but not limited to, the specifications, scope of services and any terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language in their submittal. However, the provisions of the Request for Qualifications cannot be modified without the express written approval of the Director or his designee.

Proposed modifications or exception to the indemnification language herein shall not be considered. If an offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Director or his designee, the contract provisions contained in the City’s Request for Qualifications shall prevail.

D.9. PUBLIC RECORD:

All statements of qualifications submitted in response to this Request for Qualifications shall become the property of the City and shall become a matter of public record available for review subsequent to the award notification.

D.10. CONFIDENTIAL INFORMATION:

The City of Tucson is obligated to abide by all public information laws. If an Offeror believes that any portion of a submittal, offer, specification, protest or correspondence contains information that should be withheld, a statement advising the Contract Officer of this fact should accompany the submission and the information shall be so identified wherever it appears. The City shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection.

D.11. CERTIFICATION:

By signature on the Offer and Acceptance page, solicitation addenda, or cover letter accompanying the submittal documents, Offeror certifies:

A. The submission of the offer did not involve collusion or other anti-competitive practices.

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B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law.

C. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the submitted offer.

D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract.

D.12. WHERE TO SUBMIT STATEMENT OF QUALIFICATIONS:

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system, https://procurement.opengov.com/portal/tucson-az.

NOTE: THE ENTIRE OFFER MUST BE IN "SUBMITTED" STATUS IN THE CITY’S ONLINE BIDDING

SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED IN THE

SYSTEM, BUT THAT ARE NOT IN "SUBMITTED" STATUS BY THE OFFER SUBMITTAL DEADLINE

WILL NOT BE CONSIDERED.

D.13. LATE SUBMITTALS:

Late submittals will be rejected.

D.14. OFFER PERIOD:

In order to allow for an adequate evaluation, the City requires an offer in response to this solicitation to be valid and irrevocable for ninety (90) days after the submittal due date and time.

D.15. OFFER & EXECUTION

Offerors shall submit the Offer and Acceptance page located in this RFQ with their submittal, acknowledging (i.e. signature) their intent to enter into negotiations on this solicitation. In addition, Offerors are reminded that if awarded a contract they will be required to agree to the Standard Terms and Conditions for Construction. As such, any exceptions to the Terms and Conditions shall be identified in the Offerors submittal.

D.16. WITHDRAWAL OF SUBMITTAL:

At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the submittal by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered.

D.17. VENDOR APPLICATION:

Prior to the award of a Contract, the successful offeror shall register with the City’s Business Services Department. Registration can be completed at http://www.tucsonprocurement.com/ by clicking on Vendor Services. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that select email as their preferred delivery method in their vendor record.

https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 21 of 71

D.18. CITY OF TUCSON BUSINESS LICENSE:

It is the responsibility of the Contractor to have a City of Tucson Business License throughout the life of this contract or a written determination from the City's Business License Section that a license is not required. At any time during the contract, the City may request the Contractor to provide a valid copy of the business license or a written determination that a business license is not required.

Application for a City Business License can be completed at http://www.tucsonaz.gov/etax. For questions contact the City's Business License Section at (520) 791-4566 or email at tax-license@tucsonaz.gov.

D.19. UPON NOTICE OF INTENT TO AWARD:

The apparent successful offeror shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract.

D.20. AWARD OF CONTRACT:

Notwithstanding any other provision of the Request for Qualification, the City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject any or all proposals, or portions thereof; or

C. reissue the Request for Qualifications.

A response to this solicitation is an offer to enter into negotiations and contract with the City based upon the terms, conditions, and specifications contained in the City's solicitation. Submittals do not become contracts unless and until they are executed by the City's Director of Business Services and the City Attorney.