Main Document.docx

Idaho Department of Juvenile Corrections Request for Quote

RFQ 657

Snow Removal for JCC–Nampa

Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for snow removal services to be provided at the Juvenile Corrections Center in Nampa, ID (JCC–Nampa), as further detailed below.

The contact for this Request for Quote (RFQ) is:

Jason Urquhart, Purchasing Agent, IDJC Phone: 208-577-5426 Email: jason.urquhart@idjc.idaho.gov

Time Lines Site Visit (Mandatory): October 22, 2024 (9:00 a.m. Mountain time) (See the address in section 4 below)

The mandatory site visit will include a tour of the grounds to give a better understanding of the snow removal needs of JCC–Nampa. Vendors will be given the opportunity to ask questions and gain clarification; notes will be taken and distributed via an amendment to the RFQ. Because the site visit is mandatory, if you do not attend it, any quote you submit will not be considered for award.

RSVP for Site Visit Due: 12:00 p.m. (noon) Mountain time, October 21, 2024 (RSVP via email to jason.urquhart@idjc.idaho.gov. In order to attend the site visit, it is mandatory that you submit an RSVP by 12:00 p.m. (noon) Mountain time, October 21, 2024. If you do not RSVP by then, you will not be allowed to attend the site visit.)

Written Questions Due: 11:59:59 p.m. Mountain time, October 25, 2024

Quotes Due (by 5:00 p.m. Mountain time): October 31, 2024

Scope of Work See Exhibit A – Scope of Work.

Location and Scheduling The Contractor shall provide snow removal services meeting the specifications found within Exhibit A – Scope of Work, to JCC–Nampa. JCC–Nampa contact is:

JCC–Nampa (1650 11th Ave North, Nampa, ID 83687) Levi Griffith, Business Operations Specialist Phone: (208) 465-8443 E-mail: levi.griffith@idjc.idaho.gov

Invoicing and Payment Submit invoices no more frequently than on a monthly basis after services are rendered to:

JCC–Nampa (1650 11th Ave North, Nampa, ID 83687) Levi Griffith, Business Operations Specialist E-mail: levi.griffith@idjc.idaho.gov

W-9 We request that you submit a completed W-9 with your quote, unless you know that you are already set up as a vendor that is able to receive payments in Idaho’s Luma system. (Please note that you can be a vendor registered in IPRO, which is part of Luma, and not be set up as a vendor that is able to receive payments in the Luma system.)

References IDJC reserves the right to require a list of references. If IDJC identifies to the Vendor that this is required, in order to be considered for award (in part), the Vendor must provide a list of at least three (3) but no more than five (5) references for which the Vendor has provided snow removal within the last two (2) years on a similar scale (or larger scale) to that required in this RFQ. The list must include the client’s business name, the name of a contact that currently works for the client that is familiar with Vendor’s work, and that client’s current business phone number and email address.

Additionally, in order to be considered for award (in part) if IDJC requires a reference list, the Vendor’s references must provide feedback to IDJC that, in its sole discretion, is satisfactory, in particular regarding the Vendor’s quality of work, ability to meet schedules, and communications.

Kick-Off Meeting IDJC reserves the right to require that the Contractor attend a kick-off meeting after award but before the start of services. The meeting, if held, will be in-person in IDJC’s sole discretion. A company officer of the Contractor must attend the meeting.

Award Basis and Term Award will be made to the responsive responsible vendor with the lowest Total Price, as provided on Exhibit B - Price Sheet.

The term of the Contract shall be one (1) year. Upon mutual, written agreement, the contract may be renewed, extended or amended.

Response Complete Exhibit B – Price Sheet and the signature page, and e-mail or submit your quote via IPRO (IPRO LOGIN) so that it is received at the location specified on the Signature Page prior to the deadline established above.

Quotes must be accompanied by a signed State of Idaho Signature Page, and must include all Required Submittal Items (see below).

If submitting via IPRO enter your Total Cost on Exhibit B – Price Sheet in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work Exhibit B – Price Sheet State of Idaho Signature Page Solicitation Instructions to Vendors State of Idaho Standard Terms and Conditions Exhibit B – Price Sheet State of Idaho Signature Page

Exhibit A – Scope of Work

Snow Removal for JCC–Nampa

(Below are the specifications for this RFQ. The snow removal services you quote must meet the requirements of the Scope of Work below. If you cannot meet any of these requirements, you may submit questions in writing to the contact for this RFQ by the Written Questions Due date. After the quotes are due and before the Contract is awarded, IDJC will not consider requests for changes to the requirements and will not accept quotes that don’t meet all of the requirements.)

Scope of Work:

The Contractor shall perform the following services at any time, as needed, each year that the Contract is in effect:

(1) Snow Removal from Campus Roadways and Parking Lots The Contractor must remove snow from main roadways and parking lots located at 1650 11th Ave N Nampa, Idaho. The Contractor shall respond automatically or upon verbal request from JCC-Nampa authorized agent when snowfall occurs at night, in order to have all required areas cleared no later than 7:00 a.m. Mountain time. The Contractor shall also clear automatically during daylight hours when necessary or when requested by the JCC–Nampa contact or designee. When requested, the Contractor shall be on-site and begin snow removal within a two (2) hour period after being contacted by JCC–Nampa.

(2) Deicing of Campus Roadways, Parking Lots, Front Sidewalk and Walkway to Front Entrance The Contractor must provide deicing chemical and apply it to these areas. The Contractor may use either a deicing chemical designed to prevent snow from accumulating and to prevent ice from forming (anti-ice), or may use a deicing chemical designed to melt snow and ice after snow fall or freezing.

If the Contractor chooses to use a preventive chemical, and it fails to keep snow from accumulating, fails to keep ice from forming, or both, the Contractor must, at no additional cost, apply additional chemicals or use some other form(s) of back-up method to keep snow from accumulating and ice from forming.

The Contractor must not use any chemicals that would deteriorate or damage concrete or asphalt surfaces.

JCC-Nampa will provide space the approximate size of two (2) parking spaces in its back lot that the Contractor may use to store chemicals; however, IDJC will not be responsible for costs due to theft of the chemicals or damage to containers.

(3) Sufficient Equipment and Personnel The Contractor must have sufficient equipment and personnel to clear all required areas within five (5) hours of arriving at JCC–Nampa. The Contractor must have one (1) piece of large equipment (whether owned or rented) that could be used to open the entry roadways if needed (a grader or equipment equivalent).

(4) Special Concerns JCC–Nampa is a twenty-four (24) hour institution. There will be vehicles on campus at all hours, and the Contractor must work around vehicles or request that vehicles be moved through JCC–Nampa Control booth staff. Additionally, JCC–Nampa is a secure facility; no vehicles may be left running unattended at any time. All juvenile identities must be kept confidential. Additionally, the Contractor must not pile snow in these areas:

4.1 Parking lot entrances;

4.2 Any marked parking space;

4.3 Designated handicapped marked spaces,

4.4 Against sidewalk/walking paths.

Exhibit B – Price Sheet

Snow Removal for JCC–Nampa

This Exhibit B - Price Sheet must be submitted as part of your quote.

Provide your costs below for snow removal meeting the specifications in Exhibit A – Scope of Work. Your costs must be fully burdened to include all costs associated with providing the snow removal.

In this Exhibit B - Price Sheet IDJC is setting forth a Scenario taken from the 2023 – 2024 snow season. The Vendor must enter a Total Price for all snow removal utilizing a pickup truck with plow attachment and application of deicing chemical (for the entire JCC-Nampa parking lot, its roadways, its front sidewalk and the walkway to its front entrance) based on the Scenario. Additionally, the Vendor must describe the pricing model used to arrive at the Total Price, which is the pricing model that it will use for the entire term of the Contract if awarded the Contract. The description must include costs per hour, costs per application, etc. or other details so that IDJC can understand what it will be charged if the Vendor is awarded the Contract.

(The Total Price is for evaluation purposes only. Contract usage will be based on JCC-Nampa’s needs, and so IDJC makes no guarantees as to the amount of services it will order under the Contract.)

Scenario Total snowfall for the season in the general area around JCC-Nampa: 36.9 inches

· November, 2023 0.1 inches (no services needed during this month)

· December, 2023: 3.8 inches (4 deicer applications, each on a different day; 1 snow removal)

· January, 2024: 22.1 inches (11 deicer applications, each on a different day; 7 snow removals, each on a different day)

· February, 2024: 1.4 inches (3 deicer applications, each on a different day; 3 snow removals, each on a different day)

· March, 2024: 7.4 inches (3 deicer applications, each on a different day)

· April, 2024: 2.1 (no services needed during this month)

Describe your pricing model here: ______________________________________________________________

Total Price: ____________________________

Do not alter this Exhibit B - Price Sheet. Altering this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

Do not submit pricing on any form or in any document other than this Exhibit B - Price Sheet. Providing your pricing on any form or in any document other than this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

The Contractor shall not assess any other fees or charges other than those listed as the on this Exhibit B - Price Sheet.

Company Name (Vendor Name):

Contact Name/Phone:

Contact Email:

Exhibit C – Insurance Requirements

Snow Removal for JCC–Nampa

Prior to starting work under the Contract, the Contractor must provide certificates of insurance required herein and must maintain the insurance during the entire term of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the requisite time period may be cause for termination of the Contract.

The Contractor shall carry liability and property damage insurance that will protect it and the state of Idaho (the State) from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

The Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated or expires.

C.1 Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

C.1.1 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

C.2 Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

C.2.1 Vendor may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its quote if vendor will not use any owned, hired or non-owned vehicles to conduct business under the contract, if it is awarded the contract, and the Idaho Department of Juvenile Corrections (IDJC) will consider the request. If the vendor submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of quotes, the IDJC may not consider the request.

C.3 Workers Compensation Insurance and Employer's Liability. The Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee. (If you do not have employees, do not have a workers compensation policy, and do not wish to obtain one, advise Jason Urquhart at jason.urquhart@idjc.idaho.gov. The following provision will take the place of this section C.3 and section C.3.1 below if noted so in the Contract:

“IDJC Not Responsible for Worker’s Compensation Because the Contractor is engaged in its own independent contracting business and is not an employee of IDJC, IDJC will not obtain or provide worker’s compensation insurance for the Contractor or its employees. The Contractor shall obtain worker’s compensation coverage as required by law for itself and its employees, and shall furnish proof of coverage to IDJC upon request. Failure to provide proof of coverage upon IDJC request may result in termination of the Contract.

If the Contractor is exempt from worker’s compensation insurance requirements, the Contractor acknowledges the obligation to obtain appropriate insurance coverage for the benefit of the Contractor and waives any rights to recovery from IDJC for any injuries that the Contractor may sustain while performing services under the Contract.”)

C.3.1 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the state of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

C.4 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees as additional insured, but only with respect to the Contractor's activities to be performed under the Contract. (These additional insured requirements do not apply to Workers Compensation Insurance and Employer's Liability.)

C.4.1 The Contractor must provide proof of the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

C.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

C.5 Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

C.6 The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees.

C.7 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention's and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability

C.8 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the state of Idaho, the Idaho Department of Juvenile Corrections and their divisions, officers and employees for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

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