RSI013591_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: FIRE, WATER, AND MOLD DAMAGE MITIGATION AND

RESTORATION SERVICES

CONTRACT No.: RSI013591

CONTRACT ID: 13591

EFFECTIVE DATES: 02/23/2024 to 01/31/2027

SUPPLIER: PSP OPERATIONS INC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000009530. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 01/31/2029 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to all state agencies, and properly registered counties, townships, municipal corporations, regional transit authorities, regional airport authorities, port authorities, school districts, conservancy districts, township park districts and park districts, pursuant to section 125.04(B) of the Ohio Revised Code, The Cooperative Purchasing Act. State universities, state vocational schools, state community colleges or other institutions of higher education may use these contracts. Such use, however, is based upon each entity’s procurement authority.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 SPECIFICATIONS AND REQUIREMENTS

1.0. SCOPE OF WORK/SPECIFICATIONS

1.1 DEFINITIONS OF TERMS

1.1.1. Fire Damage Clean-Up is defined as the act of cleaning and removing smoke odor from property as well as personal belongings that have sustained smoke from fire damage.

1.1.2. Water Damage Remediation is defined as the action of treating or reversing the damage caused by unwanted water accumulation, i.e., the process of cleaning, drying, sanitizing, and repairing any structural damage caused by water.

1.1.3. Mold Remediation is defined as the removal, cleaning, sanitizing, demolition, or other treatment, including preventive activities, of mold or mold-contaminated matter that was not purposely grown at that location.

1.1.4. Air Scrubber is defined as a portable filtration system. It draws in air from the surrounding environment and passes it through a series of filters; used for water damage remediation, fire damage remediation, dust control, odor control, and sewage remediation.

1.1.5. Negative Air Machine is similar to an air scrubber in that it removes dangerous particles from the air through a series of filters. In addition, they create negative air pressure in the facility.

1.1.6. Document Drying is defined as the process of air-drying, dehumidification of, and/or vacuum-freezing a damaged document.

1.1.7. Media Archival and Restoration are defined as the transfer of analog source material (discs, reel to reel tape, cassette tape, video, etc.) to digital.

1.1.8. Media Restoration is defined as processing of such digitized material which can involve removal of noise, clicks, crackle and other historical artifacts, as well as equalization and other digital processing.

1.1.9. Air Duct & Vent Cleaning is defined as the cleaning of all the different elements in the HVAC system, including the supply and return air ducts, grilles, diffusers, exchangers, heating & cooling coils, drip pans, fans, and the air handling unit.

1.2 SCOPE OF WORK:

This contract is to provide an immediate and/or routine response to any unforeseen occurrences at state of Ohio locations. The Contractor will remove and dispose of property damaged or at risk of damage, from fire, water, storm, and environmental damage. Various services are required in response to and the assessment of fire damage, water, or other related incidents. Services will include drying, containment, decontaminations, removal, treatment, transportation, disposal, disinfecting/sanitizing, and/or other impacted properties.

THE FOLLOWING SERVICES SHALL BE INCLUDED IN THIS CONTRACT:

1.2.1 Fire Damage

1.2.1.1 Securing the Property/Board Up/Tarp

1.2.1.2 Pack, Inventory and Storage of Contents

1.2.1.3 Smoke Odor and Soot Removal

1.2.1.4 Content Cleaning

1.2.1.5 Ozone Treatment

1.2.2 Water Damage Remediation: This Contract will encompass the following three categories of water damage:

1.2.2.1 Category 1: (previously known as “Clean”) originates from a sanitary water source.

1.2.2.2 Category 2: (Previously known as “Gray”) grossly contaminated; includes toxins and pathogens.

1.2.2.3 Category 3: (Previously known as “Black”) comes from toilet, sewer and septic system back-ups or overflows and contains human and/or animal waste.

1.2.3 Water Damage may occur from sources to include, but are not limited to, the following:

1.2.3.1 Flooding, Wildfires, and Storm Damage

1.2.3.2 Leaking Appliances, Water Heaters, Plumbing, etc.

1.2.3.3 Overflowing Toilets and Sinks

1.2.3.4 Floods

1.2.3.5 Tornadoes, Wind Damage, and Thunderstorms

1.2.3.6 Hurricanes and Tropical Storms

1.2.3.7 Sewage Backups

1.2.3.8 Flooding from Firefighting Efforts

1.2.4 Drying and Dehumidification

1.2.4.1 Drying: The process of removing moisture from materials.

1.2.4.2 Dehumidification: The process of removing moisture from the air and preventing secondary water damage from condensation.

1.2.5 Structural Removals

1.2.5.1 Remove Sub-Floor

1.2.5.2 Remove Floor Coverings

1.2.5.3 Remove Trim/Baseboards

1.2.5.4 Remove Wallpaper

1.2.5.5 Spot and Stain Removal

1.2.6 Mold Remediation

1.2.6.1 Inspection and Mold Damage Assessment.

1.2.6.2 Mold testing and reporting.

1.2.6.3 Structural Cleaning: determining the cause and removing said causes to effectively eradicate the mold problem.

1.2.6.4 Demolition: the disposal of porous materials with excessive mold growth.

1.2.6.5 Containment: determine the proper steps to take when removing items so as not to contaminate other areas in the structure.

1.2.6.6 Content Cleaning: clean and sanitize furniture, decorative items, curtains, and other restorable items affected by mold.

1.2.7 Equipment

1.2.7.1 Negative Air Machines

1.2.7.2 Air Scrubbers

1.2.7.3 Dehumidifiers

1.2.7.4 Blowers

1.2.7.5 Monitoring Equipment

1.2.7.6 HEPA vacuums

1.2.7.7 Mobile Unit

1.2.7.8 Air Compressors

1.2.7.9 Floor Buffer

1.2.7.10 Carpet Cleaning Equipment

1.2.7.11 Misc. Power Tools, etc.

1.2.8 Specialty Services

1.2.8.1 Document Drying

1.2.8.2 Trauma Scene Cleanup

1.2.8.3 Science chemicals/supplies cleanup and disposal

1.2.8.4 Media Restoration

1.2.8.5 Graffiti Removal

1.2.8.6 Air Duct Cleaning

1.2.8.7 Hazardous Waste Removal

1.2.8.8 Perimeter Fencing

1.2.8.9 Emergency Security Personnel

1.2.8.10 Shrink Wrap: a polyethylene film that forms a near puncture-resistant membrane around the damaged property.

1.2.8.11 Disposal Services

1.2.8.12 Air quality, asbestos and mold testing or any other hazardous sampling, testing, and reporting as deemed necessary.

1.2.9 A Project Manager will be assigned to each specific incident by the Agency and the Contractor shall report directly to the Agency Project Manager or designee.

1.2.9.1 The Agency Project Manager initiating contact with the Contractor will be the primary point of contact for all Emergency work.

1.2.9.2 Project-specific schedules will be agreed upon at the time services are required.

1.2.9.3 Work shall be performed by competent persons who are trained, knowledgeable, and qualified in the techniques of mitigation. All workers shall be capable of and willing to perform the work of this Contract.

1.2.9.4 The Contractor shall have an IICRC certified supervisor on every project.

1.2.10 In some circumstances, an Ohio Department of Insurance representative(s), or their assigns, may work with the Agency Project Manager. For purposes of this Contract, the term “Agency Project Manager” may denote a “Management Team” comprised of the appropriate representatives.

1.2.11 The Contractor shall agree and understand that the Agency Project Manager shall have full and final authority for, not limited to the following:

1.2.11.1 Approval of proposed cleanup/decontamination procedures.

1.2.11.2 Determination of completion of each project phase.

1.2.11.3 Review and approval of daily cost figures and/or project estimates; such approval must be in writing.

1.2.11.4 Disapproval of the use of certain equipment, personnel, materials, services and/or procedures.

1.2.11.5 Hours of work and/or days of work.

1.2.11.6 Establishment of proper safety protocol.

1.2.11.7 Stopping work for safety or for environmentally unsafe activities or procedures.

1.2.11.8 Subcontractors proposed to be utilized on the project.

1.2.12 Prior to the commencement of any activity, the Contractor and the Agency Project Manager will discuss the Scope of Work to be performed for any incident covered by this Contract. The Contractor will not perform any work until all aspects and needs of the incident have been investigated and understood by all parties. Emergency work will be agreed to verbally and followed up with a written cost proposal from the Contractor. An Agency Purchase Order will then be provided to the Contractor for the emergency work. The Contractor shall also provide a cost proposal for any routine, non-emergency work to the Agency Project Manager, as requested, with a Purchase Order to follow.

1.2.13 The Contractor shall perform response actions under the direction of the Agency Project

Manager, consistent with the terms and conditions of this Contract. Directions may be issued verbally but will be formalized in writing within one (1) workday. The Contractor shall provide personnel, labor, equipment, and materials necessary to perform the requirements of the Contract, which shall include the relevant areas of this Scope of Work and Method of Approach.

1.2.14 Incidents. “Incidents” are defined as follows:

1.2.14.1 “Routine Incidents” are defined as any fire, water, mold, storm, or environmental incident emergency response requiring a minimal work crew of 3 to 10 workers in order to perform building remediation in a time frame of less than one week, up to 2 weeks.

This incident shall be designated as “emergency” or “non-emergency” by Agency at the time of the initial contact.

1.2.14.2 “Major Incidents” are defined as any fire, water, mold, storm, or environmental incident emergency response requiring large expenditures of manpower, equipment and also requiring a large amount of building clean-up to prepare for building repair and coordinated construction activities. Major Incidents shall automatically be designated as “Emergency”.

1.2.15 Labor Provisions / Response Time.

1.2.15.1 Emergency Service. The Contractor must promptly respond by phone call to the

Agency Project Manager within 30 minutes of receiving the Agency call for Emergency Service.

1.2.15.1.1.1 The Contractor’s representative shall arrive at the incident scene within one (1) hour of verbal notification for any Emergency service from Agency Emergency response equipment and personnel shall arrive at the incident scene within two (2) hours of same verbal notification.

1.2.16 Routine or Non-Emergency Service. Response to Routine – Emergency situations shall be based on availability of the Contractor. The Contractor must promptly respond by phone call to the Agency Project Manager within 60 minutes of receiving the Agency call for routine service.

1.2.16.1 Standard Hours – All labor rates quoted are considered standard time and shall be charged from Monday through Friday, 7 am – 5 pm.

1.2.16.2 Non-Standard Hours/After Hours – Non-standard hours/after hours are defined as any time worked Monday through Friday 5 pm – 7 am; also applies to all hours worked on Saturdays.

1.2.16.3 Labor Calculation – The first eight hours worked on any scheduled shift during Standard

Hours will be paid at the regular hourly rate. Any hours worked in excess of eight hours or calls received to work during (Non-Standard Hours/ After Hours) will be paid at 1.5 times the regular hourly rate. All hours worked on Sundays and federally recognized holidays will be paid at 2 times the regular hourly rate.

1.2.17 The Contractor agrees that all work authorized under this Contract shall be performed in conformance with all applicable Federal, state, and local laws, regulations, and rules included, but not limited to the following: Occupational Safety and Health Act (OSHA), National Emission Standard for Hazardous Air Pollutants (NESHAP), Resource Conservation and Recovery Act (RCRA), Clean Water Act, Clean Air Act, Ohio Hazardous Waste Management Rules, Federal Motor Carrier Safety Regulations, and the Federal Hazardous Materials Regulations as adopted by the State of Ohio.

1.2.18 Access to Project Site. Authorized representatives of the Agency (and representatives of involved Government Agencies) shall always have ready access to the project site.

1.2.19 Initial On-Site Coordination. Upon arriving at the site, the Contractor shall communicate directly with the Agency Project Manager regarding the incident; record and preserve evidence and conduct an initial site survey. The initial site survey shall include sufficient site-specific information regarding the incident to enable the Contractor to propose a specific site-developed Method of Approach (“On-Site Method of Approach”) to accomplish the emergency response and remediation work in the most effective, efficient, and safe manner possible.

1.2.19.1 The Contractor will coordinate with the Agency Project Manager when arriving at the site to determine the methods best suited to initiate traffic control and maintain site security. Appropriate signage and postings may be required as directed by the Agency Project Manager.

1.2.19.2 The Contractor shall not begin response work until the Agency Project Manager has verbally approved the On-Site Method of Approach as determined by the initial site survey. The On-Site Method of Approach will be formalized in writing in a cost proposal, followed by issuance of an Agency Purchase Order.

1.2.19.3 The On-Site Method of Approach shall define the types and quantities of response personnel, equipment, materials, Subcontractors, and any other pertinent items to be used to resolve the specific incident. The On-Site Method of Approach shall include the estimated time of completion and Not-To-Exceed cost to resolve the incident.

1.2.19.4 A detailed inventory of damaged property at time of loss must be provided to the Agency

Project Manager. The Contractor shall provide digital pictures before and after any work.

A minimum of 15 photos must be taken during each project. Thermal imaging photos, if applicable, shall be taken of affected structure materials. Photos must be sent to the Agency Project Manager within 24 hours after initial inspection.

1.2.19.5 The Contractor’s services shall be used for the assessment of conditions, clean-up, and any other necessary activities, including but not limited to, removal, transportation and disposal of all generated debris including mold-contaminated materials.

1.2.19.6 Asbestos-Containing Materials. Typically, Agency will address large quantities of asbestos- containing materials (ACMs) utilizing Ohio Penal Industries or separate contracts. However, the Contractor shall have the ability (including asbestos certified workers), in-house, to perform asbestos abatement operations should it be deemed necessary, with prior approval of the Agency Project Manager.

1.2.19.7 The Contractor shall have a written Health and Safety Program for employees working around potential and known health-threatening substances typical of fire and/or water release incidents in buildings.

1.2.19.8 The Contractor shall be required to complete all work outlined by the On-Site Method of Approach in accordance with the Not-To-Exceed cost.

1.2.19.9 The Contractor shall agree that the completion of a project shall be based upon removal and disposal of all damaged building materials (including, but not limited to: fire and/or smoke- damaged materials, water-damaged materials, etc.), biological growth, hazardous substances and/or pollutants, and may include minimal site restoration as determined by the initial scope of work as agreed upon with the Agency Project Manager.

1.2.19.10 The Agency Project Manager shall have authority as to the determination of completion of a project. The Agency may request evidence that the project personnel possess the experience and expertise required for the necessary classification.

1.2.19.11 The Contractor shall provide, for approval, any written traffic control plans to the

Agency Project Manager.

1.3 PRICING, ESTIMATING, AND INVOICING

1.3.1 *Bidding Schedule:

1.3.1.1 The Bidders will submit with the bid response the percentage discount off the current Supplier National Price List on losses of $100,000 or greater when Time & Materials pricing is used. Bidders will submit with the bid response the percentage discount off T&M Xactimate Price List, on losses under $100,000 or when Xactimate is used.

1.3.1.1.1 *Contractor is required to provide updates to both the Supplier National

Price Lists and the T&M Xactimate Price Lists to the DAS Contract Analyst by email for inclusion in the contract file.

1.3.1.2 *The fee or mark-up for all Subcontractor work will not exceed twenty percent (20%). The fee or mark-up must be shown as a separate line item on the Subcontractor invoices.

1.3.1.3 *Submitted pricing will be utilized at the time of an incident response to determine labor costs of clean-up and remediation as required by Agency.

1.3.1.4 *Submitted pricing shall include all costs associated with doing the work.

1.3.1.5 *Bidders should also provide list pricing for additional labor, items, or services not listed on Xactimate or -Supplier National Price lists that may be required to perform the scope of this Contract.

1.3.2 *When requested, the Contractor shall provide a written, Not-To-Exceed estimate of the cost for each project, or each agreed-upon phase of the project (depending on the nature of the project), based upon the Method of Approach and the Not-To-Exceed prices stated in this Contract for labor and equipment with an included estimate for materials. If the Contractor does not perform all the tasks required of the project, the proposal/estimate shall include the same detail for each Subcontractor engaged to perform services. The contractor shall provide Cost Proposals (Estimates/Scope of Work) to the Agency Project Manager.

1.3.2.1 *Project pricing shall include all costs associated with doing the work.

*Denotes specification changes and renumbering with addendum 1.

1.3.2.2 *Costs related to use, rental, purchase, or replacement of equipment generally or customarily necessary to accomplish the work but not to be incorporated into the work such as, by way of illustration and not limitation, hand tools, generators, cleaning equipment, scaffolding, signage, fencing, vehicles, fuel, etc. are disallowed and will not be paid unless otherwise specified in the Contract.

1.3.2.3 *Costs related to rental of equipment that is necessary to accomplish the work that is not considered ‘generally or customarily necessary to accomplish the work’ shall be billed at the Contractor’s cost plus the rental equipment mark-up which is not to exceed ten percent (10%) and shall not exceed the Market Basket Grid pricing if equipment is listed in this Solicitation.

1.3.2.4 *Transportation or travel costs related to the transporting of hired or contracted employees or Subcontractors to and from the worksite or between worksites or to pick- up and deliver materials/equipment to the worksite by the Contractor’s or Subcontractor’s own forces and parking, tolls, fines, per diem, hotel, living expenses, or other such costs, are disallowed and will not be paid unless otherwise specified in the Contract.

1.3.2.5 *Costs attributable to maintaining a local office, home office or corporate office as well as office staffing, equipment, and consumables, etc., will not be paid unless otherwise specified in the Contract.

1.3.2.6 *Costs attributable to expediting delivery of materials, equipment or processes including telephone calls, facsimile transmissions, copying, employee labor and benefits, etc. will not be paid unless otherwise specified in the Contract.

1.3.2.7 *Costs attributable to vending services, portable toilets, dumpsters, and miscellaneous service providers will not be paid unless otherwise specified in the Contract.

1.3.2.8 *Costs for maintaining on-site facilities, including work trailers, telephones, computers, licenses, temporary utilities, etc., will not be paid unless otherwise specified in the Contract.

1.3.2.9 *Cost associated with air quality, asbestos and mold testing or any other hazardous sampling, testing, and reporting as deemed necessary in connection with work performed under this Contract.

1.3.2.10 *Identify Salvage/trade-in value of existing equipment. Salvage equipment shall be turned over to the Agency, if requested by the agency, salvage credit shall be given to the Agency on the salvage value of the equipment.

1.3.2.11 *During performance of the work, the Contractor may add additional materials and/or services to the Contract schedule provided at rates to be determined by the Contractor and agreed to by the Agency prior to incurring costs.

1.4. COST PROPOSAL:

1.4.1 Cost Proposal Format. The Contractor shall provide details in their Cost Proposal estimates/scope of work including, but not limited to:

1.4.2 General Requirements

1.4.2.1 Signs – provide quantity and cost placement.

1.4.2.2 Fencing – provides linear footage.

1.4.2.3 Safety Equipment, Materials – provide details of what, when, and length of time.

1.4.2.4 Provide other details included as to what, quantity, where located, etc.

1.4.2.5 For water damage, a moisture map shall be included.

1.4.3 Supervision Details as Required in Estimate/Scope of Work

1.4.3.1 Provide an explanation as to the number of managements personnel.

1.4.3.2 Describe the type of supervision and the need for the hours.

1.4.4.3 Provide the classification of the worker for the work being performed, e.g., if there are several managers or superintendents assigned to the work, provide the details of duties they are performing.

1.4.4.4 Provide a breakdown of the number of hours by worker (e.g., Apprentice @ 8 hours/day for 4 weeks). Labor cannot be aggregated, and labor minimums are not acceptable.

1.4.5 General Conditions. The contractor shall provide contingency details, where allowances are located and what the contingency includes (quantity, Subcontractor, etc.).

1.4.6 *Invoice Copies. Contractor shall provide copies of all Subcontractor invoices including Subcontractor fee or mark-up with Contractor invoice. Contractor shall provide copies of all material invoices with Contractor invoices. The invoice must include an itemized list of labor and materials along with the supplier’s standard cost, the contract discount or mark-up percentage, and the extended cost. The Contractors materials mark-up will not exceed twenty percent (20%).

1.4.6.1 Contractor shall provide invoices to the Agency that requested services.

1.4.6.2 The Contractor shall provide the daily costs for all goods and services to the

Agency Project Manager, if requested.

1.4.6.3 The Contractor shall submit all copies of invoices for payment to the Agency

Project Manager for review and approval.

1.4.7 Cost Revisions. The Agency shall not be unreasonable in allowing cost revisions in the event of unforeseen circumstances. for emergency work. If the agency determines that a revision to the original On-Site Method of Approach (assigned tasks and/or cost) are necessary, written documentation detailing the task and schedule revisions, the reasons for such revisions and cost adjustment will be considered by Agency.

1.4.8 Final Invoice. The Contractor shall keep a complete record of all labor, equipment, materials, and outside services expended in the performance of a project under this Contract and shall include such records with the final invoice for payment. Such records will include Subcontractor invoices and the Subcontract Management fee or mark-up for each Subcontractor invoice. In the event more than one building is damaged in the same loss, separate records and invoices are required for each location. If incomplete documentation is submitted with an invoice, no interest for late fee will be incurred during the dispute period.

The invoice format shall be based on the same pricing structure/format as the Price Schedule.

1.5 GENERAL METHOD OF APPROACH (STANDARD OPERATING PROCEDURES – “SOP”)

Upon request from an agency, the supplier must provide a written Method of Approach (or SOP) outlining the standard emergency response procedures for, but not limited to, the following.

1.5.1 Water-Related Incidents

1.5.1.1 Description of initial response actions.

1.5.1.2 Determining the extent of moisture intrusion and damage.

1.5.1.3 Establishing drying goals for wet building materials.

1.5.1.4 Procedures for documenting the inventory and removing items (personal effects, documents, business equipment, artwork, etc.) from affected areas, including decontamination, storage, and security for such items.

1.5.1.5 Water extraction/dehumidification methodology.

1.5.1.6 Erection of any necessary containment structures, including ventilation requirements.

1.5.1.7 Posting warning signs outside of any containment area; Removing damaged materials and removing all visible mold.

1.5.1.8 Procedures to communicate estimated costs to AGENCY.

1.5.2 Microbial-Related Incidents. (To follow ANSI/IICRC S500 & S520 Remediation Guidelines). The contractor shall include, but not limited to, the following in the Method of Approach (SOP).

1.5.2.1 Description of initial response actions.

1.5.2.2 Determining the extent of moisture intrusion and damage.

1.5.2.3 Determining the extent of mold growth and damaged building materials.

1.5.2.4 Mold testing, as necessary.

1.5.2.5 Establishing drying goals for wet building materials.

1.5.2.6 Procedures for documenting the inventory and removing items (personal effects, documents, business equipment, artwork, etc.) from affected areas, including decontamination, storage, and security for such items.

1.5.2.7 Water extraction/dehumidification methodology.

1.5.2.8 Erection of any necessary containment structures, including ventilation requirements.

1.5.2.9 Posting warning signs outside of any containment area.

1.5.2.10 Removing damaged materials and removing all visible mold.

1.5.2.11 Procedures to communicate estimated costs to the Agency.

1.5.3 Fire-Related Incidents. Contractor shall include, but not limited to, the following in the Method of Approach (SOP):

1.5.3.1 Description of initial response actions.

1.5.3.2 Methods to determine the extent of damage.

1.5.3.3 Methods of controlling access to site must include:

1.5.3.3.1 Methods of cooperating and coordinating with investigative efforts by fire/police/federal agencies.

1.5.3.3.2 Steps to ensure site security.

1.5.3.4 Methods of protecting and redirecting the public.

1.5.3.5 Procedures for inventorying and removing items (personal effects, documents, business equipment, artwork, etc.) from affected areas, including decontamination, storage, and security for such items.

1.5.3.6 Methods and approaches to determining the extent of and remediation of smoke damage. Shall include, but is not limited to:

1.5.3.6.1 Building content decontamination (including artwork).

1.5.3.6.2 Building systems deodorization/decontamination (HVAC, electrical, plumbing, etc.)

1.5.3.6.3 Building finishes deodorization/decontamination (floorings, walls, ceilings, etc.):

1.5.3.6.4 Removing damaged materials, including any water-related issues from fire-fighting efforts.

1.5.3.6.5 Procedures to communicate estimated costs to the Agency.

1.5.4 Contractor Use of Premises

1.5.4.1 The Contractor shall limit the storage of materials and equipment to areas indicated or designated by the Agency.

1.5.4.2 At no time during the work under the Contract shall the Contractor place, or cause to be placed, any material or equipment, etc., at any location that would impede or impair access to or from the present facilities without prior acknowledgement and written approval by the Agency.

1.5.4.3 The Contractor shall fully cooperate with the Agency in providing traffic control during the work to provide a minimum of inconvenience to the Agency and the general public.

1.5.4.4 The Contractor shall send proper notices, make all necessary arrangements, and perform all services required for the care and maintenance of all affected Agency and public utilities. The Contractor shall, during the project period and until final acceptance of the work, assume all responsibility for the care and maintenance of all affected Agency and public utilities.

1.5.4.5 It is of paramount importance that the work of this Contract does not interfere in any way with the normal operation of the existing utility services. No interruption of the utility services can be allowed. The Contractor will coordinate all work affecting services in the affected building with the Agency Project Manager.

1.5.5 Temporary Facilities, Utilities and Controls

1.5.5.1 The Contractor shall provide all labor, material, equipment, and services necessary to furnish, erect and maintain temporary facilities and controls and perform temporary work required in the performance of the Contract. The Contractor shall limit their storage and office operations to the areas defined during the project initiation.

1.5.5.2 Maintenance and Removal. Maintain temporary facilities and controls in a clean, proper, safe operating and sanitary condition for the duration of the Contract. Upon completion of the Contract, remove all temporary facilities and controls from the premises.

1.5.5.3 Toilet Facilities. The Contractor shall provide temporary toilet facilities (as necessary) for use of all personnel and enforce their use by all personnel.

1.5.5.3.1 Provide facilities complying with all sanitation laws and OSHA regulations.

1.5.5.3.2 Provide adequate supplies.

1.5.5.4 Accessibility of Valves and Controls. No equipment that must be operated or maintained, such as valves, traps, controls, unions, motors, etc., shall be placed in an inaccessible location.

1.5.5.5 Potable Water. Supply adequate cool, pure drinking water with individual drinking cups or sanitary bubbler fountain for the use of employees on the project. The quality of the drinking water shall meet the standards for public water supplies of the local county health department.

1.5.6 Utilities

1.5.6.1 Electric power, if not interrupted by the initiating incident, as required for the

Contractor’s use, shall be provided by the Agency.

1.5.6.2 If electric power has been de-energized due to the initiating incident, temporary electric power, as required for the Contractor’s use, shall be provided by the Contractor.

Contractor will plan for, and install all generating equipment, poles, meter, wiring, switches, outlets, etc., to provide necessary electrical power for all lighting and power requirements for construction purposes.

1.5.6.3 Any necessary temporary power poles shall be located inside the contract limits or as arranged with the Agency.

1.5.6.4 Remove all temporary electrical equipment, poles, meter, wiring, switches, outlets, etc.

when no longer needed.

1.5.6.5 Water Services will be supplied by the Agency. If the Contractor requires use of water in quantities greater than that supplied by building hose bibs, Contractor will obtain temporary meter from appropriate utility company, and pay costs of installation and use.

Make all arrangements, install equipment, piping, and outlets for an adequate supply of clean water for construction purposes.

1.5.7 Fire Protection

1.5.7.1 Provide adequate fire extinguishers on the premises while remediation services, of the type and sizes recommended by the NFPA and the Uniform Fire Code to control fires resulting from the work being performed and instruct employees in their use.

Extinguishers shall be placed in the immediate vicinity of the work being performed, ready for instant use. In the use of especially hazardous types of equipment, such as acetylene torches, welding equipment, tar pots, kettles, etc., no work shall be commenced, or equipment used unless fire extinguishers of approved type and capacity are placed in the working area available for immediate use by the workman using the above-mentioned equipment.

1.5.7.2 Hot Work is defined as any process that can be a source of ignition when flammable material is present or can be a fire hazard regardless of the presence of flammable material in the workplace. If Hot Work is performed, Contractor is responsible for managing fire watch and controls to ensure all hot materials are managed according to Hot Work fire watch procedures.

1.5.8 Temporary Enclosures, Barriers, and Fences

1.5.8.1 Provide and maintain all fences, barricades, lights, shoring and other protective structures or devices necessary for the safety of workman, equipment, the public and property as required by state or municipal laws and regulations, local ordinances, laws and other requirements of Ohio counties, and other authorities having jurisdiction regarding safety precautions, operation, and fire hazards.

1.5.8.2 Provide and maintain pumping facilities, including power, for keeping the site, excavations, and structure free from accumulations of water always, whether from underground seepage, rainfall, drainage, or broken line.

1.5.8.3 Provide 6-foot-high woven wire temporary fencing equipped with a visual barrier fabric around the construction area. The approval of the fence and its exact location will be made by the Agency. Fencing shall be erected and secured in a manner to withstand the forces to which it may be subjected. Locate gates for access to the areas as required. Close and lock gates after normal working hours. Duplicate sets of keys to all gate locks shall be furnished by the Contractor to the Agency Project Manager.

1.5.9 Scaffolding, Staging, Etc.

The work shall include providing, installing, and maintaining all scaffold, staging, trestles, and planking necessary for the work in strict conformity with applicable laws, ordinances, and maintenance of same so as not to interfere with or obstruct the work of other trades. Additionally, the work shall include providing all forms of protection necessary to preserve the work of other trades free from damage.

1.5.10. Security

1.5.10.1 If needed, provide exterior security lighting around perimeter of site during all phases of work. Lighting is to adequately illuminate all portions of jobsite.

1.5.10.2 Provide such watchman’s service as necessary to protect both the Contractor and

Agency’s interest during the progress of work for the project. The Agency does not assume any responsibility, at any time, for the protection of the project site and premises or for the loss of materials, from the time that operations commenced until the final acceptance of the work. If a watchman’s service is deemed necessary by the Contractor, such protection shall be provided by the Contractor.

1.5.10 Noise, Debris and Dust Control

1.5.11.1 Exercise all possible care to control excessive noise and dust during the project. Traffic or exterior construction areas shall be sprinkled with water in accordance with applicable city and county requirements.

1.5.11.2 The Agency may require the Contractor to cease from or reschedule any activities that interrupt or disturb the normal course of operation of the Agency. The Contractor shall immediately comply with said request.

1.5.11.3 All debris, etc. shall be removed from all pipes, pipe chases or other such remote and hidden spaces prior to closing of said space.

1.5.11 Consideration of Operation of the Agency’s Facilities

The Contractor’s work shall be so executed as to always provide safe and lawful ingress and egress to the Agency’s existing establishments. Where work may interfere with the Agency’s operation, the Contractor shall make necessary arrangements in advance with the Agency.

Connections to existing facilities shall be requested four (4) days in advance in writing. Requests shall be directed by the Contractor to the assigned Agency Project Manager to coordinate with the appropriate administration where the work is being done. Permission to make the requested connections will be made in writing and will be arranged as nearly as possible to comply with the Contractor’s request, but with first consideration of the Agency’s requirements. No connections will be made until formal permission is granted. No existing valves or switches will be operated by the Contractor. The Agency will assign personnel for this purpose.

1.5.13 Cutting and Patching of Work

1.5.13.1 The Contractor shall be responsible for all cutting or patching that may be required to complete the work. Such operations shall be under adequate supervision by competent mechanics of the trades involved.

1.5.13.2 The Contractor shall not cut, patch, or otherwise alter any work of the Agency or any separate contractor except with the written consent of the Agency and of such separate contractor.

1.5.13.3 The Contractor shall not unreasonably withhold from the Agency or any other separate contractor his consent to cutting or otherwise altering the work.

1.5.13.4 Any part of finished work damaged during or prior to Substantial Completion of work shall be repaired to be equal in quality, appearance, serviceability and other respects to an undamaged item or part of work. Where this cannot be fully accomplished, the damaged item or part shall be replaced.

1.5.13.5 In all cases, extreme care should be exercised in cutting operations or damaged in the execution of the work. Openings shall be neatly cut and shall be kept as small as possible to avoid unnecessary damage.

1.5.14 Cleaning

1.5.14.1 The Contractor, always, shall keep the premises free from accumulation of waste materials or debris caused by his operations. At the completion of the work, the Contractor shall remove all waste materials and debris from and about the project site as well as his tools, equipment, machinery, and surplus materials.

1.5.14.2 Should the Contractor fail to clean up debris within 24 hours after a written request by the Agency, the Agency shall have the authority to provide clean-up services and deduct the cost for said services from the Contractor’s pending balance.

1.5.14.3 General: Clean all items installed under the Contract.

1.5.14.3.1 Leave free of stains, damage, or other defects prior to final acceptance.

1.5.14.3.2 Includes washing, sweeping, polishing of all finished wall surfaces, floors, windows, hardware, mirrors, lighting fixtures and equipment items.

1.5.14.3.3 Replace damaged or defaced items not acceptable to the Agency’s satisfaction at no additional expense to the Agency.

1.5.14.3.4 During Work, each Contractor shall:

1.5.14.3.4.1 Oversee cleaning and ensure that the site is maintained free from accumulations of all waste materials, rubbish, and debris daily.

1.5.14.3.4.2 Place waste materials, rubbish, and debris from operations into approved containers outside of building in an area designated by the Agency.

1.5.14.3.4.3 At reasonable intervals, minimum once a week, clean-up entire site of excess debris and dispose of debris off-site.

1.5.14.3.4.4 Remove grease, dust, dirt, stains, labels, fingerprints, and other foreign materials from interior and exterior surfaces of fixtures, hardware, and equipment.

1.5.14.3.4.5 Repair, patch, and touch-up marred surfaces to match adjacent finishes damaged by Contractor’s operations.

1.5.14.3.4.6 Vacuum interior areas when ready for painting.

1.5.14.3.4.7 Schedule cleaning operations so that contaminants resulting from cleaning do not fall on wet painted surfaces.

1.5.15 Final Cleaning and Inspection

1.5.15.1 At completion of project, just prior to acceptance or occupancy, perform final cleaning and assess the conditions in the building(s) to determine that it is safe for entry without needing personal protective equipment or special training.

1.5.15.2 Contractor shall arrange for any official inspections that might be required to re-enter the building(s).

1.6. PROJECT CLOSEOUT

1.6.1 General

1.6.1.1 Furnish all labor, materials, tools, equipment, and services for project closeout as indicated in accordance with the provision of the Contract Documents. If more than one building is damaged in the same loss, separate records and invoices are required for each location.

1.6.1.2 Coordinate closeout with all Subcontractors and materials suppliers.

1.6.1.3 Furnish all supplementary or miscellaneous information incidental to, or necessary for, complete project information.

1.6.1.4 Supplementary information should include in a final report format:

1.6.1.4.1 a description of activities while onsite,

1.6.1.4.2 any recommendations,

1.6.1.4.3 all testing results,

1.6.1.4.4 air sampling results, and \any waste manifests generated during the project.

1.6.2 Substantial Completion

1.6.2.1 Substantial Completion is the stage in the progress of the work when the work or designated portion thereof which the Agency agrees to accept separately is sufficiently complete in accordance with the Contract Documents so the Agency can occupy and conveniently resume normal activities.

1.6.2.2 When the Contractor considers that the work, or a portion thereof which the Agency agrees to accept separately, is substantially complete, the Contractor shall prepare and submit a comprehensive list of items to be completed or corrected. The Contractor shall proceed promptly to complete and correct items on the list. Failure to include an item on such a list does not alter the responsibility of the Contractor to complete all work in accordance with the Contract Documents. Upon receipt of the Contractor’s list, the Agency will inspect to determine whether the work or designated portion thereof is substantially complete. If the Agency’s inspection discloses any item, whether included on the Contractor’s list, which is not in accordance with the requirements of the Contract Documents, the Contractor shall, before issuance of the Certificate of Substantial Completion, complete or correct such item upon notification by the Agency. The Contractor shall then submit a request for another inspection by the Agency to determine Substantial Completion. When the work or designated portion thereof is substantially complete, the Agency will prepare a Certificate of Substantial Completion which shall establish the date of Substantial Completion, shall establish the responsibilities of the Agency and the Contractor for security, maintenance, heating and cooling, utilities, damage to the work, and insurance, and shall fix the time within which the Contractor shall finish all items on the list accompanying the certificate. The Certificate of Substantial Completion shall be submitted to the Contractor for their written acceptance of responsibilities assigned to them.

1.6.2.3 Final Application for Payment will not be accepted and processed until the Agency Project Manager is satisfied with the completed work, including “punch list” items; and that all manuals, documents, guarantees as required have been submitted to the Agency Project Manager and that the Agency Project Manager has determined that all required documents, etc. have been received and are complete.

1.7 WARRANTY

A minimum one-year warranty on all labor and materials is required for all projects. The warranty period begins at the time of the agency’s approval of the project’s completion.

1.8 SUBCONTRACTOR - IDENTIFICATION

*Subcontractors may be used to perform any of the contracted services. However, a subcontractor must be approved by DAS, prior to the start of work, if the subcontracted work exceeds 10% of the project cost or the work involves access to any "government information”, or otherwise involves services critical to your performance of the work (err on the side of inclusion), your bid must identify that business and the work which they are to perform. Identify potential subcontractors by providing the business name, address, phone, taxpayer identification number, and point of contact.

*Denotes specification change with addendum 1.

2 STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 04/10/23) will apply to this Contract.

3 CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof.

In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.3 DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered.

If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

3.4 MINIMUM ORDER:

The minimum dollar value of any order placed against a Contract awarded pursuant to this Bid for delivery F.O.B. destination, transportation charges prepaid, at any one time to one destination, shall not be less than two hundred fifty ($250.00) dollars.

3.4 DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.9 PREVAILING WAGE

The Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau has identified that work in this solicitation and to be performed under contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. Upon award of a Contract by DAS, the successful Contractor, and all of the sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau will apply to any workman assigned by the Contractor or all of the sub-contractors to this project. The participating state agency will serve as prevailing wage coordinator and will be responsible for proper application of labor rates as required by the Ohio Department of Commerce. Responsibilities of the Prevailing Wage Coordinator include, but are not limited to; setting up and maintaining payroll reports, monitoring when payments of wages are made, receiving the Contractor’s complete payroll records of each employee, establish procedures to monitor compliance, notify Contractor of any adjustment to the prevailing wage scales and report delinquencies on the part of the Contractor. The successful supplier and all of the sub-contractors shall strictly comply with the wage provisions of the contract.

3.10 FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first six (6) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc.

Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_04-10-23.pdf indicate the original base cost of…