Pool_Maintenance_for_Housing_and_Community_Development_(HCD)_(Addendum_#2_Revision).pdf

CITY OF TUCSON

REQUEST FOR QUOTE

240130

POOL MAINTENANCE FOR HOUSING AND COMMUNITY

DEVELOPMENT (HCD)

Due Date: Friday, March 8, 2024

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/80310

PUBLISH DATE: February 21, 2024 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 QUOTE NO. 240130

BUSINESS SERVICES DEPARTMENT Page 2 of 36 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Trina Miller

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4135

Attachments:

A - Offer and Acceptance B - Price Page C - ARPA Terms and Conditions

D - HUD-5369-B

E - HUD-5370-C, Section II

F - HUD-MWRD (FY22-23)

G - Section 3 - Business Certification (FY24) H - Section 3 - Individual Certification (FY24) I - Section 3 - New Definitions and Benchmarks

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A. Notice of Request for Quotation

I. INTRODUCTION:

The City of Tucson, Business Services Department, Shared Services – Procurement Division (“Procurement Division”) is requesting quotes from qualified firms for the purpose of establishing a Service Agreement for Pool Maintenance for Housing and Community Development (HCD), as per the Scope of Work.

II. AWARD OF SERVICE AGREEMENT(Contract):

A. Unless otherwise provided within this Request for Quotation, the City reserves the right to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the City.

B. Notwithstanding any other provision of the Service Agreement, the City reserves the right to:

1. waive any immaterial defect or informality; or

2. reject any or all quotes, or portions thereof; or

3. reissue a Request for Quote.

C. A response to the Request for Quotation is an offer to contract with the City based upon the terms, conditions, and Specifications contained in the City’s Request for Quote. Quotes do not become Contracts unless and until they are executed by the City’s Director of Business Services or authorized representative. The Service Agreement has its inception in the award, eliminating a formal signing of a separate Contract. All of the terms and conditions of the Service Agreement are contained in this Request for Quotation document, unless any of the terms and conditions are modified by an Amendment.

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B. Introduction

B.1. Summary

The City of Tucson is requesting quotes from qualified firms for the purpose of establishing a Service Agreement for Pool Maintenance for the Housing and Community Development (HCD) Department, as per the Scope of Work.

United States Department of Housing and Urban Development (HUD) funding will be utilized for the services under this contract. Therefore, the services under this contract are subject to the HUD and Section 3 terms and conditions which are included as attachments to this solicitation and incorporated into this contract. These terms and conditions cannot be modified or negotiated. By submitting an offer, the Offeror must agree to abide by the federal terms and conditions included as attachments to this solicitation.

B.2. Contact Information

Trina Miller Contract Officer Email: trina.miller2@tucsonaz.gov Phone: (520) 837-4135 Department:

Housing and Community Development

B.3. Timeline mailto:trina.miller2@tucsonaz.gov tel:(520)837-4135

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Release Project Date February 21, 2024

Proposal Submission Deadline March 8, 2024, 2:00pm

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C. Scope of Services

C.1. General Maintenance Requirements

The Contractor must be responsible to provide routinely scheduled swimming pool maintenance.

Swimming pool maintenance services must include, but are not limited to, the following:

A. Cleaning

1. Brush/vacuum pool bottoms, sides, and steps.

2. Check pool water, decking area, pump and skimmer/strainer baskets, and equipment areas for potentially hazardous material, mold, debris and obstructions, including but not limited to, foreign objects, insects, rodents, leaves, and other vegetation.

3. Skim pool to remove debris and obstructions, including but not limited to, foreign objects, insects, rodents, leaves, and other vegetation.

4. Remove debris and obstructions, including but not limited to, foreign objects, insects, rodents, leaves and other vegetation, from pump and skimmer/strainer baskets.

B. Pool Related Equipment

1. Monitor pool equipment for potential problems.

2. Backwash as needed and/or upon request by the Contract Representative or City designee.

a. Backwash when the filter’s pressure gauge indicates an increase over normal pressure.

b. Service all backwash valves annually.

3. Check, clean, and maintain the filtration system, including but not limited to, the chlorination system, drains, filters, pumps, pump baskets, and skimmer/strainer baskets.

4. Manually test auto-fill lines to ensure proper operation.

5. Monitor filter influent and effluent pressure gauges.

C. Water Chemistry and Level

1. Check and maintain pool water levels.

2. Maintain water chemistry in compliance with Pima County Health Department codes and standards.

3. Water chemistry must be maintained to provide effective sanitation and good water clarity using chemicals efficiently and that maximize the service life of mechanical equipment, the pool structure, and fittings.

4. Chlorine, pH, total alkalinity, and calcium hardness must be kept at acceptable levels to achieve balanced water.

a. Check water clarity and perform all required chlorine, pH, and total alkalinity chemical tests.

b. Monitor calcium hardness levels monthly.

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c. Make chemical adjustments and/or clean as required to maintain acceptable, clear, and safe water chemistry:

i. The pH level will be maintained between 7.2 and 7.8.

ii. The total alkalinity will be maintained between 100 and 130 parts per million (ppm).

C.2. Access and Location Requirements

A. The Contractor must provide routinely scheduled swimming pool maintenance and as-needed, if-needed, pool related equipment repairs and/or replacements at the following two (2) City multifamily residential location sites:

1. Blacklidge Apartments located at 3807 E. Blacklidge Dr., Tucson, AZ 85716.

a. Approximate pool size: 10,000 gallons.

b. Service Schedule:

i. During the months of May through October, routinely scheduled service must be completed five (5) times every week.

ii. During the months of November through April, routinely scheduled service must be completed two (2) times every week.

2. Tucson House Apartments located at 1501 N. Oracle Rd., Tucson, AZ 85705.

a. Approximate pool size: 57,000 gallons.

b. Service Schedule:

i. During the months of May through August, routinely scheduled service must be completed five (5) times every week.

ii. During the months of September through April, routinely scheduled service must be completed three (3) times every week.

B. The Contractor must contact the Contract Representative within five (5) business days of contract award to arrange the service schedule and access for each pool location site.

C. The swimming pool area at each location site will be accessible Monday through Friday, from 9:00 a.m. to 5:00 p.m., Local AZ Time, except designated official City holidays.

1. The link to the designated official City holidays is located here: https://www.tucsonaz.gov/Departments/Human-Resources/City-Holidays.

D. Access to the swimming pool area at each location site is enclosed with fencing and a secured/locked gate. The Contractor and its personnel must ensure the gate to the swimming pool area remains closed and secured/locked during service visits at each location site.

E. Addition or Deletion of Location Sites

1. The City reserves the right to adjust the Scope of Services on an as-needed, if-needed basis, including the addition and deletion of sites. Parties will mutually agree to an adjustment in compensation prior to the formal addition or deletion of sites.

https://www.tucsonaz.gov/Departments/Human-Resources/City-Holidays https://www.tucsonaz.gov/Departments/Human-Resources/City-Holidays

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C.3. Chemicals, Equipment, Materials, and Safety Requirements

A. All materials and workmanship provided to the City must be of the highest industry standard.

Materials purchased by the City through this contract must be new and subject to inspection and approval by the Contract Representative prior to delivery or installation.

B. The Contractor must furnish all necessary chemicals, cleaning supplies, equipment, labor, products, supplies, testing kits, and vehicles to perform services under this contract.

C. All chemicals, cleaning supplies, equipment, labor, products, supplies, testing kits, and vehicles will be of a type and quality to efficiently and effectively accomplish required services and may be subject to random, unannounced inspection by the Contract Representative.

D. The Contractor may store chemicals on site at the designated location as determined by the Contract Representative or City designee.

1. Chemicals and products must be stored away from mechanical equipment and volatile materials.

2. Chemicals and products, including but not limited to liquid chlorine, chlorine tablets, bromine sticks, must be stored properly in tightly sealed containers at the designated area to avoid moisture contamination.

3. Chemicals that regulate the pH, including but not limited to dry acid, soda ash, and muriatic acid, will be stored away from chlorine compounds.

E. The Contractor must exercise caution at all times for the protection of persons and property.

The safety provisions of all applicable laws and ordinances must be strictly observed, and the Contractor and Contractor’s personnel must at all times be attentive to the safety of persons and the preservation of property at all sites. All fines, penalties and/or repair charges resulting from the Contractor’s neglect of safety provisions will be the sole responsibility of the Contractor.

F. In the progress of work, the Contractor will take all necessary precautions to prevent accidents and protect the public. The Contractor must provide and maintain all safety equipment necessary for the performance of this contract at the Contractor’s sole expense.

G. The Contractor will outfit all equipment and materials used with any and all such safety devices and warning mechanisms as may be necessary to advise and protect the public and prevent personal injury and property damage.

H. The Contractor will avoid damage to City equipment, structures, and other miscellaneous items. In the event of any damage caused by the Contractor or Contractor’s personnel in the course of work, the Contractor will be solely responsible for its replacement or repair at replacement value. The Contractor will be responsible for all costs of labor and materials in connection with such replacement or repair. These specific damages do not limit the Contractor’s liability for other unspecified potential damages.

I. Upon completing the service at each location site under this contract and prior to departing from the pool area, the Contractor and its personnel must ensure the gate to the fencing enclosing the pool area is closed and secured/locked.

J. Use of Products in Performance of Contract

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1. Prior to the start of contracted services, the Contractor must provide the Contract

Representative the corresponding Safety Data Sheets (SDS) for all chemical products or other potential hazardous materials intended for use in the performance of this contract.

2. All chemical products used must be approved by the Contract Representative or City designee prior to use on a City location. Any product that has not been approved by the Contract Representative or City designee must not be used by the Contractor while performing any service under this contract.

3. Upon request, the Contractor must submit to the Contract Representative within five (5) business days, a list of all chemicals, products, or other potential hazardous materials used at the location sites under this contract.

4. All products used by the Contractor in performance of any and all services under this contract must be manufactured products specifically intended for the purpose for which they are being used. The Contractor must not devise any product of their own making or concoction for use under this contract. The use of all products must be in strict conformance with the manufacturer's specifications.

5. The Contractor must not use any products or substances in the performance of services under this contract which exceed one (1) year after the date of their original purchase.

6. The Contractor will ensure that all employees have immediate access to the SDS for each product used in the performance of this contract.

7. The Contractor must be in compliance with all provisions of the Federal Hazard Communication Act.

8. All products must be in their original or properly labeled containers and must retain the manufacturer's label at all times while on City premises. All chemical products used must be clearly labeled as to contents and stored properly and safely. Unmarked containers of any type must not be stored at any City location at any time.

9. Responsibility for maintaining full control of all products, equipment, or other materials brought onto City premises for the performance of services under this contract and for ensuring the proper management and use of such products, equipment, or other materials brought onto City premises under this contract will be the sole responsibility of the Contractor.

C.4. Contract Compliance

A. The HCD Department will designate a Contract Representative and/or City designee to serve as a consultant to monitor adherence to the contract and ensure the City receives all contracted services and work performed is to the City's satisfaction.

1. HCD Representative(s)

a. Responsible for routine direct coordination with the Contractor and Contractor's personnel by requesting and scheduling services, providing or coordinating access to buildings and sites, providing technical assistance and support, monitoring of Contractor performance, and discussion and resolution of performance problems.

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2. HCD Management

a. Designated as the Contract Representative, responsible for overall contract administration and compliance, documenting contractor performance, resolving performance issues unresolved at the first level, and coordination with the City's Procurement Division.

B. The Contract Representative or City designee will give final approval to all work performed under this contract. If in the opinion of the Contract Representative or City designee, performance becomes unsatisfactory, the Contract Representative or City designee will notify the Contractor within forty-eight (48) hours of identification of a deficiency.

C. Should the Contractor fail to correct deficiencies within the time frame specified by the Contract Representative or provide an acceptable reason why more time is necessary for correction, the Contract Representative may have that service performed by City personnel or by a separate contract. The cost of services performed by an individual other than the Contractor will be documented and deducted from payment to the Contractor.

D. The Contract Representative or City designee will have the authority to stop work whenever such stoppage may be necessary to ensure the proper execution of services. The Contract Representative or City designee will also have the authority to reject work and materials that do not conform to the contract specifications and make decisions regarding questions which arise in the execution of work.

E. The Contractor must understand and agree to the City’s work priorities, maintenance methods, and management techniques. Upon request or as necessary, the Contract Representative or City designee may accompany the Contractor to work areas to further describe or clarify maintenance methods and priorities.

C.5. Contractor’s Performance

A. HCD will utilize the following steps when monitoring the Contractor's performance:

1. On-Site Monitoring

a. The Contract Representative or City designee will monitor Contractor performance at any time during any service call, through the use of observation, discussion, and technical assistance, and may use the contract, personal expertise and judgment, inspection, observation, and independent testing to draw conclusions about the performance of the Contractor.

2. Inspection of Equipment, Parts, Materials, and Supplies

a. The Contract Representative or City designee may conduct inspection or testing of any and all equipment, parts, materials, or supplies provided by the Contractor to verify contract requirements regarding compliance with manufacturer’s specifications.

3. Independent Inspection or Audit

a. Notwithstanding any other audit clause in this contract, the Contract Representative or City designee may at any time conduct a review, inspection or audit of the Contractor's work or performance related to any contract requirement.

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4. Documentation of Performance Monitoring Results

a. The Contract Representative or City designee will provide the results of any contract monitoring activities or tests, either verbally or in writing, to the Contractor.

B. The Contractor must adhere to and cooperate with the following process and steps to document and correct performance issues. These steps will be in addition to any other standard contractual remedies. It is the intent of these steps to resolve performance-related matters to the full satisfaction of the Contract Representative, thereby ensuring that the interests of the City are protected.

1. Informal Discussion

a. The HCD Representative will attempt to resolve non-critical contract performance issues promptly, informally, and at the first level through a discussion with the on-site Contractor employee. Matters unresolved will be forwarded to the Contract Representative.

2. Notification to HCD Management

a. If in the judgment of the HCD Representative, the performance issue is of a repetitive, serious or critical nature, or a first level information discussion has not resolved a non-critical issue, the HCD Representative will notify the Contract Representative.

3. Reporting Deficient Performance to the Contractor

a. The Contract Representative will forward copies of written performance comments to the Contractor's designated representative, requesting follow-up action on the part of the Contractor's designated representative to resolve the performance matter.

4. Consultation with the Contractor

a. The Contractor's designated management representative must, at the request of the Contract Representative, 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.

5. Unresolved Performance Issues

a. Performance issues that have not been fully resolved and corrected by the Contractor will be referred to the City Procurement Division for remedy.

C.6. Employee Requirements

A. Background Checks

1. The Contractor must only utilize employees to work on this contract who have successfully completed and passed a background investigation conducted by the Tucson Police Department (TPD).

2. The Contractor must submit the names of employees the Contractor intends to perform work under this contract to the Contract Representative.

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3. Employees must not perform work under this contract until the Contract Representative notifies the Contractor of the employee's successful completion and passing of the employee's background investigation.

a. The Contract Representative will notify the Contractor of the results of the employee's background investigation as either "Pass" or "Fail."

b. No other information about the employee's background investigation will be provided.

4. The Contractor must not assign work under this contract to employees who have "failed" the criminal background investigation.

B. Conduct and Professionalism

1. The Contactor must ensure that all Contractor employees, while working at City buildings and/or sites or otherwise engaged in performing work for the City, are not in the possession of a deadly weapon, not engaged in any illegal activity, and/or not be in the possession of, using, or under the influence of alcohol, dangerous or narcotic drugs, or other intoxicants.

2. In the event any Contractor employee, while working at City buildings and/or sites or otherwise engaged in performing work for the City, is found to be in the possession of a deadly weapon, engaged in any illegal activity, and/or in the possession of, using, or under the influence of alcohol, dangerous or narcotic drugs, or other intoxicants, the Contractor employee will be excluded from City premises, immediately and permanently removed from assignment to this contract, and may be subject to arrest and criminal prosecution.

3. The Contractor must ensure that all Contractor employees conduct themselves in a professional manner and maintain positive, open, respectful, and constructive communication with the Contract Representative, other City personnel, public housing residents, and the public.

4. The Contractor must immediately and permanently remove from assignment to this contract, any Contractor employee, whether supervisory or non-supervisory, who is determined by the Contract Representative to be abusive, disorderly, disruptive, incompetent, ineffective, uncooperative, unethical, and/or unprofessional.

a. The Contract Representative will rely on his or her own observations of the employee’s work performance, work products, or resulting system performance, and/or the input of other City employees or citizens in making such determination. The City reserves the right to have a Contractor employee removed with the assistance of security personnel or TPD; therefore, the individual may be subject to arrest and criminal prosecution. The City reserves the right to have a Contractor employee removed at the City’s sole discretion.

C. Contractor's Designated and Alternate Representatives

1. The Contractor must designate one (1) specific individual to oversee and inspect work performed by the Contractor employee(s) assigned to this contract.

2. The Contractor's designated representative will be accessible locally and able to respond to the abatement of an emergency.

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3. In the event the Contractor's designated representative is unreachable in the case of an emergency, a back-up (alternative) representative must also be assigned to this contract, accessible locally, and able to respond to an emergency.

4. The Contractor's designated (or alternate) representative must be available to accompany the Contract Representative to inspect sites and/or work upon forty-eight (48) hours' notice.

5. The Contractor's designated (or alternate) representative must be available to resolve management issues within forty-eight (48) hours of initial contact from the Contract Representative or City designee.

D. Experience, Knowledge, and Training

1. The Contractor and Contractor’s personnel assigned to work under this contract must be fully knowledgeable of all contract requirements and specifications before commencing any work and at all times thereafter while assigned to this contract.

2. The Contractor will utilize only fully trained, competent personnel in the performance of this contract and provide evidence of their qualifications and training to the Contract Representative upon request.

3. The Contractor and Contractor personnel assigned to work under this contract must maintain complete and up-to-date expertise, knowledge, and training (including all appropriate professional and technical certifications) for the professional performance of all required or recommended manufacturer processes, procedures, and techniques for the proper methods of pool maintenance and equipment repair and/or replacement.

E. Identification

1. Contractor will provide employees performing services under this contract with identification badges, including the employee's name, Contractor’s firm name, and a photograph of the employee. While performing services under this contract, if a Contractor employee is wearing the Contractor uniform shirt that clearly identifies the Contractor's firm name and employee's name on the shirt, the photograph identification badge may be carried on the employee’s person but must remain accessible and provided upon request by City personnel; otherwise, the photograph identification badge must be worn and clearly visible by the Contractor employee.

F. Key Personnel

1. It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The Contractor must agree to assign specific individuals to the key positions.

2. The Contractor agrees that, once assigned to work under this contract, key personnel will not be removed or replaced without written notice to and subsequent concurrence by the Contract Representative.

3. If key personnel are not available for work under this contract for a continuous period exceeding 30 calendar days or are expected to devote substantially less effort to the work than initially anticipated, the Contractor will immediately notify the Contract Representative, and will, subject to the concurrence of the Contract Representative, replace such personnel with personnel of substantially equal ability and qualifications.

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C.7. Guarantees and Warranties

A. The Contractor will warrant that all equipment and parts furnished under this contract are newly manufactured and free from defects in material and workmanship for no less than one

(1) year from the date the equipment is delivered or installed. Warranty will also guarantee accepted trade standards of quality, fitness for the intended uses, and conformance to promises or specified specifications. No other express or implied warranty will eliminate the Contractor’s liability as stated herein.

C.8. Key Accountability Requirements

A. Approved personnel acting on behalf of the Contractor who have successfully completed and passed a TPD background investigation may be assigned or provided for temporary use during the performance of the daily scheduled service, a City key as needed for access to the secured/locked gates enclosing the pool area at the location sites.

B. The Contractor’s approved personnel will be required to sign their first and last name for any City key.

C. If a City key is provided for temporary use during the performance of the daily scheduled service, the Contractor’s personnel must, prior to departing the location site that same day, return the City key to the City employee who provided the key.

D. The Contractor and Contractor’s personnel must not duplicate any City key.

E. The Contractor must immediately notify the Contract Representative of any lost key.

C.9. Legal and Regulatory Requirements

A. The Contractor will perform all requirements under this contract in strict observance of and compliance with all Federal, State, and local City applicable laws, regulations, ordinances, codes and any other legislative or statutory requirements.

B. The Contractor must obtain all permits and licenses and pay all taxes, charges, and fees necessary to perform the services under this contract.

C. Hazardous Materials

1. The Contractor must comply with all hazardous materials disposal laws, rules, regulations, and ordinances.

D. Occupational Safety and Health Administration

1. The Contractor warrants that the performance of services under this contract will be fully compliant with the current requirements of the Occupational Safety and Health Act (OSHA) and as it may be amended or updated throughout the term of this contract.

2. The Contractor will certify that the equipment used in performance of this contract is designed and includes operating features to comply with the applicable OSHA standards. If the equipment to be used is under the umbrella of OSHA regulations and prior to performing services under this contract, the Contractor will submit certifications to the

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Contract Representative stating that the equipment complies with applicable OSHA standards.

E. Arizona Registrar of Contractor’s License

1. The Contractor must have an active Arizona Registrar of Contractor’s License for routine operation, routine repair, or routine maintenance requiring a licensed contractor. The resulting contract must not be used for construction activities including, but not limited to, building, altering, repairing, improving, or demolishing any public structure or building or other public improvements of any kind not considered routine operation, routine repair, or routine maintenance; the City will use a Contractor selected pursuant to Arizona Revised Statute Title 34 for construction activities.

C.10. Quality Control and Reports Requirements

A. Quality Control Program

1. The Contractor will be responsible to provide quality control measures to assure that all work is done in accordance with the contract requirements, as per the Scope of Services, and any product manufacturer’s recommendations.

B. Water Quality and Equipment Service Reports

1. The Contractor must complete and maintain water quality and equipment service reports for each visit and at each location site.

2. The water quality and equipment service reports must be kept on site at each location site.

3. Each week, the Contractor will provide a report of each location site’s weekly chemical readings to the respective location site’s City Residential Property Management.

4. The reports provided are the property of the City.

C.11. Repairs and Replacements Requirements

A. The Contractor must report any possible pool equipment deficiencies to the location site’s City Residential Property Management immediately after discovery.

B. The Contractor will be responsible to provide pool related equipment repairs and/or replacements, as-needed, if-needed.

C. Prior to the Contactor commencing any equipment repair and/or replacement work, the Contractor must:

1. Provide the City with an estimate for any equipment repair and/or replacement work and in accordance with the hourly labor rate as indicated on the Price Page attached herein.

a. Guarantee that actual costs will not exceed 10% over the estimate.

2. Prior to the Contactor commencing any equipment repair and/or replacement work, the Contract Representative or City designee must approve any equipment repair and/or replacement.

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C.12. Invoice Requirements

A. All invoices submitted by the Contractor for work completed under the scope of this contract must be itemized invoices and must contain the following information:

1. Vendor Name

2. Remit to Address

3. Purchase Order Number/ Supplier Contract Number (SCON)

4. Invoice Date

5. Unique Invoice Number

6. Work Order Number

7. Contract Representative Name and Employee Number

8. Location where the Service/Work was Performed

9. Complete Description of the Work Completed and the Product(s) Used

10. Applicable Tax

11. If applicable, the agreed upon/approved estimated price for any equipment repair/replacement and per the hourly labor rate indicated on the Price Page attached herein.

12. Total Invoice Amount

B. The Contractor will send an electronic copy of the invoice and supporting documentation to the following email address: HCDAccountsPayable@tucsonaz.gov.

C.13. Compensation and Payment

In consideration of the performance of the services described in the Scope of Services, the City shall pay the Contractor the sum or amounts as set forth within the attached Price Page and the Contractor shall charge the City only in accordance with those same amounts.

Total payments under this Agreement shall not exceed $100,000.

The City will pay the Contractor following submission of itemized invoice(s) for the services rendered.

No payment shall be issued prior to receipt of material or service and correct invoice. Each itemized invoice must bear a written certification by an authorized City representative, confirming the services for which payment is requested have been performed. The City shall make every effort to process payment for the purchase of materials or services within twenty-one (21) calendar days after receipt of materials or services and a correct invoice.

A. Offeror understands and agrees that its price proposal must be inclusive of all costs and expenses associated with the service, including but not limited to, direct and indirect costs for labor, overhead, chemicals, materials, printing, travel and mileage, postage, etc.

B. Offeror’s failure to submit a price for each item listed on the Price Page attached herein may result in Offeror’s price proposal to be deemed nonresponsive and subjecting the proposal offered from further consideration for contract award.

mailto:HCDAccountsPayable@tucsonaz.gov

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D. Vendor Questionnaire

D.1. Delivery Timeline* Delivery is promised within how many calendar days after receipt of an order.

*Response required

D.2. Sales Tax Percent* What percentage is the tax rate that applies to this project for you?

*Response required

D.3. Prompt Payment Discount Terms* Please explain your terms below.

The price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.

*Response required

D.4. Tucson Business License* Does your firm have a City of Tucson Business License? If yes, please provide a copy of your City of Tucson Business license.

☐ Yes

☐ No

*Response required

D.5. Credit Cards

Credit Card Accepted* Will payment be accepted via commercial credit card?

☐ Yes

☐ No

*Response required

Online Payment Accepted If yes, can commercial payment(s) be made online?

☐ Yes

☐ No

Third Party Will a third party be processing the commercial credit card payment(s)?

☐ Yes

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☐ No

Transaction fees If yes, indicate the percentage per transaction ___________ (as allowable, per Section 5.12.2 of the MasterCard Transaction Processing Rules).

Credit Card Acceptance Consideration If “no” to above, will consideration be given to accept the card? ____Yes ____No

☐ Yes

☐ No

D.6. Forms to be completed

Technical Proposal* Please upload your Vendor Response to Evaluation Criteria.

*Response required

Pricing Proposal* Please upload your Pricing Proposal.

*Response required

Offer and Acceptance Form* Please upload the signed Offer and Acceptance Form.

*Response required

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E. Vendor Response

REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Quote should be submitted in the same order as requested and must contain, at a minimum, the following:

E.1. Qualifications and Experience

A. Provide a description of the firm and why the firm is well-qualified to perform the required services. Include any certifications and/or licenses applicable to the proposed work.

B. Identify key personnel proposed to be assigned to provide services under this contract.

Provide experience and qualifications of key team members and employees who will perform work on this contract, including any certifications and/or licenses applicable to the proposed work.

E.2. Price Proposal

The Offeror must provide price proposal as requested on the Price Page attached herein.

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F. Special Terms and Conditions

F.1. Term and Renewal

The term of the Contract shall commence upon award and shall remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The Contractor agrees that the City of Tucson shall have the right, at its sole option, to renew the Contract for four (4) additional one year periods or portions thereof. In the event that the City exercises such rights, all terms, conditions and provisions of the original Contract shall remain the same and apply during the renewal period with the possible exception of price and minor scope additions and/or deletions.

F.2. Price Adjustment

The City will review fully documented requests for price adjustment only at the time of Contract renewal and/or extension and will be a factor in the extension review process. The City will determine whether the requested price adjustment or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the effective date of the Contract extension.

F.3. American Rescue Plan Act (ARPA) Requirements

Any contract awarded pursuant to this solicitation will contain the ARPA Terms and Conditions listed in the corresponding attachment titled, "ARPA Terms and Conditions."

F.4. HUD Maintenance Wage Rate Determination (WMRD)

Pursuant to Davis-Bacon and Related Acts (DBRA), all maintenance laborers and mechanics employed under contracts in excess of $2,000 for the operation and non-construction maintenance of the City of Tucson’s Public Housing Authority (PHA) units must be paid no less than prevailing wages determined or adopted by the U.S. Department of Housing and Urban Development (HUD). The HUD Maintenance Wage Rate Determination (MWRD) is included as an attachment to this solicitation and is incorporated into this contract. Any revision to the HUD MWRD will be made via an addendum to this solicitation or resulting contract. In addition, the overtime requirements of the Contract Work Hours and Safety Standards Act (CWHSSA) are applicable to maintenance contracts in excess of $100,000. The Copeland “Anti-Kickback” Act also applies. By submitting a quote, an Offeror is thereby agreeing and verifying that they will not pay their employees at rates less than detailed within the HUD MWRD attached herein.

A. Reporting

• Unlike construction contracts subject to Davis-Bacon wage provisions, the PHA maintenance contracts subject to HUD MWRD do not require the submission of weekly payroll reports.

Contractors and subcontractors are still required to maintain payroll records and must make such records available to the PHA and/or to HUD, upon request (see Labor Relations Letter No. LR 2004-01).

B. Compliance

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• The Contractor and any/all subcontractors are responsible, on no less than a semi-monthly basis, for paying not less than the applicable wage rates to all maintenance laborers and mechanics in their employ and engaged in work under the contract. The Contractor is responsible for its own full compliance, and for the full compliance of any/all subcontractors, with all wage, overtime, and record keeping requirements included in the contract.

• The PHA and/or HUD may conduct interviews with the laborers and mechanics on the jobsite to determine if the work performed and wages received are consistent with (a) the job classifications and wage rates contained in the applicable wage determination, and (b) the classifications and wages reported by the employer on certified payrolls.

• For further information, please see Chapter 10, Section 10 of HUD Procurement Handbook for PHAs, 7460.8 REV 2 here:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/handbooks/ pihh/74608

F.5. Section 3 HUD Clause

24 CFR Part 75

A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The parties to this contract agree to comply with HUD's regulations in 24 CFR Part 75, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the Part 75 regulations.

C. The Contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the Contractor's commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.

D. The Contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 75, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR Part 75. The Contractor will not subcontract with any subcontractor where the Contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 75.

http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/handbooks/pihh/74608 http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/handbooks/pihh/74608

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E. The Contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the Contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR Part 75 require employment opportunities to be directed, were not filled to circumvent the Contractor's obligations under 24 CFR Part 75.

F. Noncompliance with HUD's regulations in 24 CFR Part 75 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD-assisted contracts.

G. With respect to work performed in connection with Section 3 covered Indian housing assistance, section7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (i) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises.

Parties to this contract that are subject to the provisions of Section 3 and section7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b).

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G. Insurance

G.1. The Contractor agrees to

A. Obtain insurance coverage of the types and amount required in this section and keep such insurance coverage in force throughout the life of this contract. All policies will contain an endorsement providing that written notice be given to the City at least thirty (30) calendar days prior to termination, cancellation, or reduction in coverage in any policy.

B. The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. Such additional insured shall be covered to the full limits of liability purchased by the Contractor, even if those limits of liability are in excess of those required by this Contract. The Contractor agrees that the insurance hereunder will be primary and that any insurance carried by the City will be excess and not contributing.

C. Provide and maintain minimum insurance limits as applicable.

G.2. Commercial General Liability

Policy shall include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability:

Each Occurrence: $1,000,000

General Aggregate: $2,000,000

Products & Completed Operations Aggregate: $2,000,000

Personal and Advertising Injury: $1,000,000

Blanket Contractual Liability: $1,000,000

G.3. Commercial Automobile Liability

Policy shall include Bodily Injury and Property Damage, for any owned, Hired, and/or Non-owned vehicles used in the operation, installation and maintenance of facilities under this agreement.

Combined Single Limit: $1,000,000

G.4. Worker's Compensation (Applicable to the State of Arizona)

Per Occurrence: Statutory

Employer's Liability: $1,000,000

Disease Each Employee: $1,000,000

Disease Policy Limit: $1,000,000

*Sole Proprietor/Independent Contractor designation is given to those who desire to waive their rights for workers’ compensation coverage and benefits as outlined in ARS§ 23-901 and specifically ARS §

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23-961 (O). If applicable, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.

G.5. Claims Made Insurance Coverage

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the contract and the Contractor must maintain such coverage for a period not less than three (3) years following contract expiration, termination or cancellation.

G.6. Additional Insurance Requirements

All Policies, excluding Employment Practices Liability and Professional Liability (Errors & Omissions), shall include or be endorsed to include the following provisions:

A. A waiver of subrogation endorsement in favor of the City of Tucson, for losses arising from work performed by or on behalf of the Contractor (Including Worker’s Compensation).

B. The insurance afforded the contractor shall be primary insurance and that any insurance carried by the City of Tucson and its agents, officials or employees shall be excess and not contributory.

C. Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract.

G.7. Notice of Coverage Modifications

Any changes material to compliance with this contract in the insurance policies above shall require (10) days written notice from the contractor to the City of Tucson. Such notice shall be sent directly to the Procurement Division.

G.8. Acceptability of Insurers

Contractors insurance shall have an “A.M. Best” rating of not less than A-VII. The City of Tucson in no way warrants that the required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.

G.9. Verification of Coverage

Contractor shall furnish the City of Tucson with certificates of insurance (ACORD form or equivalent approved by the City of Tucson) as required by this Contract. The certificates for each insurance policy are to be signed by an authorized representative.

All certificates and endorsements are to be received and approved by the City of Tucson before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work and remain in effect for the duration of the contract and two (2) years after completion. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal upon the City’s request, is a material breach of contract.

All certificates required by this Contract shall be sent directly to the Procurement Division.

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The City of Tucson project/contract number and project description shall be noted on the certificate of insurance. The City of Tucson reserves the right to require complete copies of all insurance policies required by this Contract at any time.

G.10. Subcontractors

Contractors’ certificate(s) shall include all subcontractors as insureds under its policies or Contractor shall furnish to the City of Tucson separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum requirements identified above.

G.11. Exceptions

In the event the Contractor or sub-contractor(s) is/are a public entity, then the Insurance Requirements shall not apply. Such public entity shall provide a Certificate of Self- Insurance.

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H. Standard Terms and Conditions

H.1. ADVERTISING

Contractor shall not advertise or publish information concerning this Contract without prior written consent of the City’s Director of Business Services.

H.2. AFFIRMATIVE ACTION

Contractor shall abide by the provisions of the Tucson Procurement Code Chapter 28, Article XII.

H.3. AMERICANS WITH DISABILITIES ACT

The Contractor shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101, et seq.) and applicable Federal regulations under the Act.

H.4. APPLICABLE LAW

This Contract shall be governed, and the City and Contractor shall have all remedies afforded to each, by the Tucson Procurement Code and the law of the State of Arizona. State law claims shall be brought only in Pima County Superior Court.

H.5. ASSIGNMENT DELEGATION

No right or interest in this Contract shall be assigned by the Contractor without prior written permission of the City, and no…