Scope_of_work.pdf

SCOPE OF SERVICES FOR FENCING CONTRACT

SCOPE OF SERVICES

The Agency is seeking contractors to establish qualified lists for the various fencing service needs throughout the Agency. Fencing materials may include but are not limited to: Redwood, Ornamental Iron, and Chain Link.

The Contactor shall furnish and maintain the necessary services, supervision, labor, materials, equipment and supplies to provide and complete Task Order Contracting – at various locations within the City and County of

Sacramento.

Contractors will be notified of each project through an electronic Task Order (Section 00800). The Agency will process requests for fencing services through the issuance of electronic Task Order via DocuSign. The

Agency cannot determine the actual number of frequency of Task Orders that may occur during the contract item.

The Contractor should visit the project site after notification in order to determine a fair and reasonable firm fixed bid price. Award will be made to the lowest responsible bidder. Awarded Contractors shall perform the services per task requirements stated below, the Technical Specifications and within the time-frame indicated on the Task

Order. If the Contractor is unable to perform the tasks during the required timeframe, the Contractor shall indicate that on the Task Order or the Agency can issue the Task order to the next qualified Contractor.

No subcontracting will be allowed under the terms of the contracts resulting from this

RFQ.

Specific processes are detailed below.

A. Task Order Process / Bid Process Requirements:

Agency locations will contact the Contractors on the list via an electronic Task Order. Interested

Contractors shall return the Task Order with a bid. Once the low bidder has been awarded, the site will arrange to issue a Notice to Proceed. No work shall be done until the Contractor receives a Notice to

Proceed. The Agency reserves the right to cancel any Task Order before the Notice to Proceed has been issued.

B. Contractor Obligation To Obtain All Required Licenses And Permits:

Prior to the Notice to Proceed start date, and except where precluded by local law or ordinance, the

Contractor shall make and complete all arrangements with the appropriate officials in the city, county, parish, or state in which the buildings are located to:

DocuSign Envelope ID: 3B7D6956-33E5-4F7A-9FD7-F9B6DBEDB317

1. Provide required insurance certificates and pay any fees or costs involved or related to providing services, specified under the contract. Copies of all insurance certificates must be provided and approved by the Agency before the contract can route. An updated insurance certificate is required to be on file with the Agency at all times;

2. Maintain current, valid copies of all licenses, permits, and certifications described in this contract. The procurement analyst and all other authorized Agency personnel shall have the express authority to examine these documents upon request at any time during the duration of this contract. The Contractor shall make them available within 24 hours of request by such authorized Agency personnel.

For all tree related services, the Contractor is required to adhere to all nesting and migrating ordinance in the city and county;

3. Obtain, possess, and maintain all business and corporate licenses required to operate as a commercial service within the entire geographic area covered under this contract prior to performing any work under the contract;

4. Failure by the Contractor to obtain all required licenses prior to the contract start date shall be grounds for termination for default. Failure by the Contractor to renew licenses and permits upon their expiration may result in termination for default;

5. The Contractor is responsible for the contract employees having all required certification credentials in their possession at all times while on the protected premises.

C. Site Inspection/Access:

The site representative will arrange with the Contractors a time to view the project.

The Contractor is responsible for inspecting the job site in order to determine a fair and reasonable firm-fixed bid price. The Contractor shall inspect the existing conditions to determine the scope of the work, and the subsequent bid for the work. It is the responsibility of the Contractor to provide sufficient staffing to ensure the contract is performed within the timelines set forth in the Task Order Scope of Services.

Failure to inspect the job site will not release the Contractor from the responsibility of knowing the job site existing conditions, and how it will influence their quote. The Contractor will be informed on the Task Order if the work is to be done in a gated community. Each Agency representative will make arrangements with the selected contractors concerning access into gated communities.

If the Contractor experiences any difficulties contacting residents for access to the job site, the Contractor must immediately notify the Agency’s Designated Representative for assistance and resolution.

The HA has taken safeguards to provide the most accurate Task Order notification information possible pertaining to the scope of work and its condition. However, the Agency cannot guarantee that information will be free from error and the Agency will not be responsible for erroneous information provided through the Task Order notification process. Contractors will assume all risk if the job is bid “sight unseen.”

The Agency assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Agency. Nor does the Agency assume responsibility for any understanding reached or representation made concerning conditions, which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding or representation is expressly stated in this contract. Claims of not understanding the scope and intent of the Technical

Specifications SHALL NOT be considered reasonable grounds for any increase in the contract amount after the bid(s) are awarded.

D. Bid Request Submittal:

Bid requests shall be returned within 48 hours of issuance unless otherwise noted on the request. I f a

Bid Request is not returned, the Site Representative may cancel the bid request to that Contractor.

The Agency reserves the right to consider and/or accept a late modification to the lowest responsive quote which makes its terms more favorable.

Quotes may be withdrawn at any time before the Notice to Proceed has been issued.

E. Award:

If the quote for a specific bid request exceeds the Agency’s available funding for the proposed work, the

Agency may cancel the bid request.

The Agency may reject any and all quotes, accept other than the lowest quote (e.g., the apparent low bid is unreasonably low), and waive informalities or minor irregularities in quotes received, in accordance with the

Agency’s policy and procedures. The Agency reserves the right to reject quotes submitted and determined to be low bid from contractors holding outstanding punch lists (see Section H). The number of rejections will be equivalent to the number of outstanding punch lists that the contractor holds at the time the contractor is determined to be the low bidder.

F. Task Order Performance Period:

Performance shall begin upon issuance of the Notice to Proceed and shall be completed by completion date on Task Order or an agreed upon date on the Notice to Proceed.

G. Post Award Unit Access and Performance:

Contractors will have access to the sites as delineated in the Pre-Award Unit Inspection / Access Section C above. Each Agency representative will make arrangements with the selected contractors for access to the job sites and gated communities.

If, after coordinating access to the job site, a Contractor cannot gain entrance or a job site is not ready for fencing services, then the Contractor is to call the Agency representative immediately to request a trip charge. If the Agency representative is not available, the Contractor is required to leave a voice mail message identifying why the Contractor cannot gain access to the job site. The Agency representative will provide the Contractor with a trip charge number that is to be referenced on the Contractor’s invoicing. The maximum allowable cost for a trip charge is Thirty-Five Dollars ($35.00).

Contractor shall notify the Agency representative of any discrepancies noted during performance of services. The Contractor shall notify the Agency representative if, for any reason, the work cannot be completed to the requirements of the Summary of Work and in the Technical Specifications in the Task

Order, prior to the date and time established for completion by completing a Discrepancy Notification, (Section 00820) and submitting it to the Agency representative. The Agency representative will instruct the

Contractor by phone to either stop work or to continue with performance. Documentation of the Agency representative’s instruction will be recorded on the Discrepancy Notification submitted by the Contractor and returned to the Contractor.

If a Contractor determines that the work cannot be completed by the required completion date then it will be the responsibility of the Contractor to inform the Agency representative by telephone or voice mail prior to

8:00 a.m. on the day following the scheduled completion date.

H. Completion, Inspection, and Acceptance of Work:

The Agency’s representative at each site is responsible for thoroughly inspecting the completed work.

Inspections will be scheduled for the day following the required completion date but may not occur for up to three business days following the required completion date.

If a Contractor meets the requirements of the Summary of Work and the Technical Specifications, the

Maintenance Worker will approve and forward a copy of a Punch List and Task Order Completion

Notification (Section 00810) informing the Contractor that completion has occurred and that the Contractor may submit an invoice. If applicable, the permit folder with the final inspection sign-off needs to be returned to the site of work prior to payment being issued.

In the event the Contractor does not complete the work per the Summary of Work and the Technical

Specifications, the Agency’s representative will list the deficient items on a Punch List and Task Order

Completion Notification and forward a copy to the Contractor via e-mail. It is the Contractor’s responsibility to check their e-mail each day for Punch Lists.

Only one (1) notification of Punch List item(s) will be issued for each Task Order. All Punch List items must be completed by 7:00 p.m. on the day following notification of the Punch List.

If the Contractor meets the requirements of the Summary of Work and the Technical Specifications, for all

Punch List items, the Agency representative will approve and forward a copy of a Punch List and Task

Order Completion Notification to the Contractor. The Contractor may submit their invoice upon receipt of completion approval.

If, after being issued a Punch List and Task Order Completion Notification for deficient items, the Contractor still does not meet the requirements of the Summary of Work and the Technical Specifications, the

Contractor will be subject to the requirements of:

a) If the Contractor fails to complete the deficient items addressed in the Punch List and Task Order

Completion Notification by 7:00 p.m. on the working day following notification, the work may be performed by other means and the cost thereof will be deducted from the monies due or to become due to the Contractor. The Contractor will be notified in writing of any monies that the

Agency intends to deduct from the monies due.

b) If the Contractor has not received a Punch List and Task Order Completion Notification within four

(4) working days following the Contractor’s required completion date, the Contractor may submit their invoice for payment on the fifth (5th) working day following the Contractor’s required completion date. Punch List Notifications may still be issued against Task Orders that have not received a Notification of Completion even if the invoice has been submitted for payment.

I. Conditions:

At the Agency’s discretion, Contractors not participating in three consecutive bid requests may be removed from the Agency’s Qualified Vendor List for Fencing Services.

1. LIQUIDATED DAMAGES FOR FAILURE TO COMPLETE A PROJECT PER THE TERMS OF THE

CONTRACT:

The parties acknowledge and agree that the actual damages to the Agency for breach of Contractor's obligations, including damages to those relying upon Agency services, would be uncertain and difficult to establish. Therefore, Contractor shall pay, as liquidated damages for failure to complete the entire work

(including "Punch List" items) on or before the completion date, and not as a penalty, the following

"Liquidated Damages Amount" for each calendar day, continuing to and including the day on which the work is fully completed as required by this contract

(including due notification to the Agency of the completion).

Liquidated Damages Amount - $50.00 per day

2. The Agency reserves the right for other divisions/departments of the Agency to use this contract after it has been fully executed.

3. The Agency may solicit and award separate contracts for any services at any time during the term of the contract resulting form this solicitation.

J. Contractor Access To and Use of Site

1. Agency representative will designate an entrance to the project site.

2. Use of premises for work, storage and vehicular parking is limited to areas designated by the Agency

Representative.

3. All work at the sites should be performed during the times permitted by the local jurisdiction Monday through Friday (Saturday is not considered a mandatory work day for performance). No work shall be done on the unit by the Contractor between the hours of 7:00 p.m. and 7:00 a.m., nor on Sundays or legal Agency holidays (as listed below in Item 5) except work as is necessary for the proper care and protection of the unit or work directly associated with an emergency or special situation related to the site, and only with the prior permission of the Agency representative or Contract Administrator.

4. The normal working hours and/or days may be revised at the discretion of the Contract Administrator.

Any revision must be in writing and may be revoked at any time.

5. The following are Agency holidays:

New Year's Day

Martin Luther King, Jr. Day

Presidents Day

Caesar Chavez Day

Memorial Day

Independence Day

Labor Day

Veterans Day

Thanksgiving Day (Thursday & Friday)

Christmas Eve (after 12:00 noon)

Christmas Day

New Year's Eve (after 12:00 noon)

K. Workplace Behavior:

1. This Work will be accomplished in a family type neighborhood. Appropriate behavior will be required.

Specifically:

a. No loud music will be allowed in the work place;

b. Language should be suitable to be heard by children;

c. Appropriate work clothing will be required at all times;

d. Residents will be treated with respect at all times.

e. Smoking is prohibited on all Agency and Housing Authority properties.

2. The Contractor shall employ only persons who are competent and skilled in their respective trades.

Whenever the Contract Administrator shall notify the Contractor that any person working on the

Project is, in his or her opinion, incompetent, disorderly, uses threatening or abusive language, refuses to carry out the provisions of the Contract Agreement, or is otherwise unsatisfactory, the

Contractor shall remove the person from the Project and such person shall not return to the Project without the Contract Administrator's consent.

3. Contractor's Responsibilities:

a. Handle products at the site, including storage. Protect products from exposure to the elements, and from other damage.

b. Repair or replace, as required, items damaged subsequent to inspection with the Agency representative.

L. Surrounding Site Condition Survey:

1. Prior to commencement of Work, the Contractor and Agency representative shall jointly survey the site and existing buildings, paving, plant life, and other items, noting and recording existing damage such as cracks, sags, loose materials and other existing damage.

2. This record shall serve as a basis for determination of subsequent damage to these items due to settlement or movement due to demolition and construction operations.

3. Such damage, as noted, shall be suitably marked on the item, if possible, and the parties making the survey shall sign the official record of existing damage.

4. Cracks, sags or other damage to the site and adjacent buildings, paving and other items not noted in the original survey but subsequently observed shall be reported immediately.

M. Interpretation of Specifications:

The Contractor should visit the site prior to submitting a bid for the work. Failure to visit the site will not release the Contractor from the responsibility of knowing the site, its existing conditions, and how it will influence his/her bid. At the site, the Contractor shall acquaint themselves with the existing conditions and how they will influence the scope and the subsequent bid for the Work.

When reviewing the specifications prior to the bid due date, the Contractor shall notify the Agency in writing of any discrepancies, unclear instructions, errors, etc. that he/she believes will influence the outcome of their bid. This includes typical errors or ambiguities in the specifications where the interpretation is doubtful or where the error or ambiguity is sufficiently apparent as to alert a responsible and responsive Contractor that he/she should obtain clarification of the matter prior to completing his/her bid. With this exchange of information, it shall be assumed that the Contractor thoroughly understands the scope and intent of the specifications in relationship to all aspects of the Work. Claims of not understanding the scope and intent of the specifications SHALL NOT be considered reasonable grounds for any increase in the contract amount after the bid is awarded.

N. Accomplishing the Work:

1. Due to the nature of this work, the Contractor will assume that when accomplishing a detailed portion of the work, if another portion is damaged or otherwise affected, the contractor shall repair and/or correct the affected portion and return it to its original or better condition at no additional cost to the

Agency.

2. Should a discrepancy be discovered in: a) work done by others; or b) work done by one trade which affects work to be done by another or other trades, the Contractor shall notify the Agency at once in writing. If the Contractor proceeds with the work so affected without having given such written notice and without receiving the necessary approval, decision, or instructions in writing from the Agency, then they shall have no valid claim against the Agency for the cost of so proceeding and shall make good any resulting damage or defect. No verbal approval, decision, or instruction shall be valid or be the basis for any claim against the Agency, its officers, employees, or agents.

3. The Contractor shall be responsible for securing and preventing damage or thefts from the Agency's tenants within the work site property during work in progress, and shall resolve all claims from such occurrence.

4. The Contractor shall give the Agency representative full information in advance of their plans for carrying on any part of the work. If, at any time before the beginning or during the progress of the work, any part of the Contractor's equipment, or methods of execution of the work, appear to the

Agency representative to be unsafe, inefficient, or inadequate, to insure the required quality or rate of progress of the work, the Agency representative or Contract Administrator may order the Contractor to increase or improve the Contractor's methods, and the Contractor shall promptly comply with such orders; but neither compliance with such orders nor failure of the Agency representative or Contract

Administrator to issue such orders shall relieve the Contractor's obligation to secure the degree of safety, the quality of the work, and the rate of progress required by the Contract Documents. The

Contractor alone shall be responsible for the safety, adequacy and efficiency of their equipment and methods used for the Project.

5. The Contractor shall be responsible for any fees and permits, and include all licenses and inspections necessary for the proper execution of the work. The awarded Contractor shall secure and pay for the building permit upon receipt of the Notice to Proceed and will be reimbursed the permit cost by the

Agency. If applicable, the permit folder with the final inspection sign-off needs to be returned to the site of work prior to payment being issued.

PREVAILING WAGES

Prevailing wages shall be applicable to all contracts over $1,000.00 for state prevailing wage properties listed on

Exhibit 3 or $2,000.00 for HUD Determined Maintenance wages listed on Exhibit 1 or Davis Bacon wages

(Residential or Building) properties listed on Exhibits 1 and 2.

HUD Determined Routine Maintenance wages shall be applicable to all maintenance activities at all locations

EXCEPT those addresses specifically noted on Exhibit 3. The applicable HUD Determined Routine Maintenance

Wage Determination is provided in (Section 00256). Note that the HUD Determined Routine Maintenance Wage determination will be updated each year at the time of contract amendment to renew the contract(s) for the subsequent option year.

Davis Bacon Residential wages (Section 00250) or Davis Bacon Building wages (Section 00255) shall be applicable to certain activities as noted and at all locations EXCEPT those addresses specifically noted in Exhibit

3. Note that the applicable Davis Bacon Wage Determinations will be updated each year at the time of contract amendment to renew the contract(s) for the subsequent option year.

California State prevailing wages shall be applicable to all activities at the addresses specifically noted in Exhibit 3.

The applicable information regarding California State prevailing wages is provided in (Section 00260).

Contracts awarded as a result of this solicitation shall be subject to Federal and State labor standards, affirmative action requirements, and Section 3 requirements of the HUD Act of 1968.

CERTIFIED PAYROLL REPORTING/LABOR COMPLIANCE

The Contractor and all lower tiered subcontractors, for new installations, will be required to submit all weekly certified payroll reports and labor compliance documentation to the Agency through eComply throughout the duration of the project at no additional cost to the Agency.

PUBLIC WORKS

The Contractor and all Subcontractors, of any tier, must comply with the requirements of the California Labor

Code including but not limited to Sections 1771, 1774, 1775, 1776, 1777.5, 1813 and 1815.

Contractors are required to register with the Department of Industrial Relations (DIR). Notwithstanding any other requirements (including federal labor requirements), this contract is subject to compliance monitoring and enforcement by the DIR.

http://www.dir.ca.gov/Public-Works/Contractor-Registration.html

All contractors on the qualified list shall have a valid DIR number at time of submittal and shall maintain a valid

DIR number throughout the duration of this contract term. A contract may not be renewed for an option year if

Contractor does not have a valid DIR number. It is as the Agency’s discretion which projects/contracts will be registered with the DIR for payroll reporting. At any time a certain scope of work my fall below the DIR’s small project discretion, but the Agency may register some or all projects with the DIR. It is the responsibility of the

Contract to understand their requirements under the DIR.

INSURANCE REQUIREMENTS

For your reference, the Agency Insurance Requirements are provided in Section 00510.

M/WBE AND SECTION 3 REQUIREMENTS

The Agency highly encourages participation by local qualified firms and organizations in all aspects of contracting. The Agency actively encourages participation of Small Business Enterprises (SBE), Minority and

Women Owned Business Enterprises (M/WBE), and Section 3 businesses in all aspects of contracting.

Section 3 of the Housing and Urban Development Act of 1968 (Section 3), as amended (12 U.S.C. 1701u), requires the Agency to ensure that employment and other economic and business opportunities are directed to

Public housing residents and other low-income persons, to the greatest extent feasible; particularly recipients of government housing assistance, and business concerns that provide economic opportunities to low- and very low-income persons (Section 3 Residents).

The contract resulting from this solicitation is subject to Section 3 requirements. During the term of this contract, should the selected Contractor have the need to hire new employees, the Contractor shall make every effort to hire a Section 3 resident. The Contractor has the responsibility of demonstrating its efforts to hire Section 3 residents to meet hiring needs. The Agency will monitor Contractor’s compliance with Section 3 requirements.