Vendor Q25-03 Code Compliance - On-Call Property Clean-Ups.docx

REQUEST FOR QUOTATION (RFQ)

RFQ #Q25-03

Code Compliance - On-Call Property Clean-Ups

RFQ SUMMARY:

Larimer County intends to enter into a contract with one (1) or more companies for a zero-dollar "stand-by" agreement with a Contractor(s) who will, as needed, provide property clean-up and/or debris management services.

QUESTION DEADLINE: August 25, 2025 @ 10:00 a.m. (MT) All questions regarding this solicitation must be emailed to the Contact Person identified below. If you do not receive a confirmation email of receipt, please call the Contact Person to verify receipt of your questions. No questions will be accepted after the date and time referenced above. All questions received will be answered via Addendum only.

DEADLINE FOR SUBMITTALS: September 8, 2025 @ 10:00 a.m. (MT) We will only be accepting quotations submitted via the Rocky Mountain E-Purchasing System (BidNet, BidNet Direct) portal, up to the date and time referenced above, at which time they will be recorded, but not publicly opened on behalf of the Department.

BIDNET PORTAL / RFQ OFFICIAL WEBSITE:

To view official RFQ documents and addenda only available on the BidNet portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/

CONTACT PERSON:

Purchasing Agent Les Brown, brownxld@co.larimer.co.us, 970-498-5954

NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or Purchasing Manager regarding this RFQ may result in disqualification of your Quote.

1. INTENT

Larimer County intends to enter into a contract with one (1) or more companies for a zero-dollar "stand-by" agreement with a Contractor(s) who will, as needed, provide urgent property clean-up and/or debris management services.

2. BACKGROUND

When a property owner defaults on a written Notice of Violation (Rubbish Ordinance Number 04212008O001, Section 7, see Exhibit "A"), the Community Development Department may initiate proceedings to obtain an Administrative Entry and Seizure Warrant and/or may obtain a Court Order either or which authorizes the County to enter the property and remove the rubbish.

3. QUALIFICATIONS

Qualifications, at a minimum, include the following items:

1. The Contractor must have a minimum of two (2) years of experience completing similar projects.

2. The Contractor must have trained and experienced staff available to perform the Scope of Work immediately, as the work must be completed within 10 calendar days of the Administrative Entry and Seizure Warrant issue date.

3. The Contractor must have knowledge and be familiar with hazardous waste clean up processes.

4. The Contractor must possess any needed specialized trade license where required.

4. SCOPE OF WORK

The Scope of Work consists of the following:

1. The Contractor will furnish all labor, materials, and equipment necessary to remove and legally dispose of all rubbish and other materials identified by the Code Compliance Inspector (CCI).

2. The Contractor should plan for the removal of large quantities of rubbish and debris from the exterior of homes on parcels in unincorporated Larimer County.

3. The Contractor will remove and transport debris in a manner that will prevent spillage.

4. The Contractor, in cooperation with County staff, will coordinate with other jurisdictions and agencies as needed.

5. The Contractor will limit hours of operation to Monday through Friday during the hours of 7:00 a.m. to 6:00 p.m.

5.1. Any special hours of operation outside the normal hours must be approved by Larimer County in writing in advance.

6. The Contractor will limit noise pollution at all times to prevent objectionable conditions.

7. A Code Compliance Inspector (CCI) will be on-site to witness the removal of the rubbish and other materials.

8. The Larimer County Community Development Division will coordinate with a representative of the Larimer County Sheriff’s Office when they have a belief that their presence during a clean-up operation is needed to help prevent unforeseen problems arising or encounter illegal substance materials.

9. Any dogs on the property will be contained or removed with the cooperation of the property owner or the NOCO Humane Society while parcel clean-up is in progress.

10. If accessible, inoperable or unlicensed vehicles, including RV’s, that are subject to a court order will be removed from the site by Larimer County; vendor will not include costs for removal of these items.

11. The types of rubbish and debris are unknown and may pose a health hazard.

11.1. Vendor is responsible for taking all precautions.

12. It is the responsibility of the Contractor to know all possible fees and include them in their pricing for certain types of disposal (tires, hazardous materials, etc.)

13. Rubbish on the properties may include, but is not limited to, the following:

13.1. Construction materials

13.2. Bags of trash

13.3. Furniture parts

13.4. Auto parts and engines

13.5. Tires

13.6. Wood pallets

13.7. Household appliances

13.8. Exercise equipment

13.9. Water heaters

13.10. Barrels, if empty. If the barrels have a substance in them, they will be deemed Hazardous Waste unless the substance is known to be otherwise.

13.11. Metal containers

13.12. Electronic parts

13.13. Metal

13.14. Tin

13.15. Tools

13.16. Shelving

13.17. Plastic containers

13.18. Batteries

13.19. Anything not designated to be stored outside

14. CONTRACTOR MUST NOT KEEP OR GIVE AWAY ANY ITEMS FROM THE CLEAN-UP SITE.

15. It is required that all collected refuse be disposed of properly and in according with all local codes, rules, and laws.

16. All recyclable scrap metal should be recycled.

16.1. The Contractor should take this metal to a recycling center of their choosing.

16.2. Any proceeds from the recycled metal must be credited to the cost of this Clean-Up project.

16.3. The Contractor must forward a copy of all recycled metal receipts to the Code Compliance Inspector (CCI).

17. All household hazardous waste materials must be segregated on site and disposed of properly.

Examples of household hazardous waste include, but are not limited to:

17.1. Antifreeze

17.2. Cleaners

17.3. Tires

17.4. Fluorescent and compact fluorescent bulbs

17.5. Glues

17.6. Herbicides

17.7. Oils

17.8. Other automotive fluids

17.9. Over-the-counter medicines

17.10. Paints

17.11. Pesticides

17.12. Propane cylinders 30lbs. and smaller

17.13. Spa chemicals

17.14. Stains

17.15. Strippers

17.16. Tars

17.17. Toiletries

18. Any materials with Freon must be declared and disposed of properly.

19. There may additional charges for certain types of disposals, (i.e. electronics like tv’s, computers, Freon, mattresses, box springs, tires, etc.).

19.1. It is the sole responsibility of the vendor to know all possible fees prior to providing a quote for each project.

20. The Contractor shall supply the County with a copy of all landfill and disposal receipts.

21. If hazardous asbestos materials (with the exception of non-friable asbestos), are found on the site, they are not to be removed without prior written approval from the Larimer County Environmental Health Department.

22. Entry onto the property will be voluntary, court order, or as authorized by a search and seizure warrant issued by the court for clean-up purposes.

23. No entry is allowed prior to the designed cleanup day.

24. The process of parcel clean-up is extremely time sensitive as the County has ten (10) calendar days after the Administrative Entry and Seizure Warrant issue date to remove and legally dispose of all rubbish.

25. The Contractor must remove and haul from the site all excess materials, debris, and equipment belonging to the Contractor within the designated period.

25.1. Any damage (e.g. damaged fencing, damaged road surfaces, excessive tire furrows, mud tracked onto pavement, etc.) resulting from the Contractor’s activities shall be repaired by the Contractor to the Code Compliance Inspector’s satisfaction at no expense to Larimer County.

5. AWARD AND CONTRACT

A formal agreement will be awarded to the vendor with the most responsible, responsive, reasonable proposal, deemed the best value, best fit, and most advantageous to Larimer County. To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquiries may be taken to determine the abilities of the Contractor.

A Sample of Larimer County’s “Professional Services Agreement” is included with this Request for Proposal as Attachment A - Professional Services Agreement. Any exceptions or requested additions to the attached agreement must be stated and submitted with your Proposal; these requests will not be accepted after the Proposal has closed. The County makes no guarantee of any changes or concessions but will review and consider all requests submitted.

The term of the agreement will be one (1) year from the date the agreement is executed. The County, at its sole option, may offer to extend this Contract for up to four (4) additional one-year terms. The extension option may be exercised providing satisfactory service is given, and must be mutually agreed upon in writing, by and between the County and the Award Vendor.

Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation. This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder. Work may only begin after the COI has been approved by Risk Management.

6. INSURANCE REQUIREMENTS

BEFORE submitting your company quote, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation. Your company insurance coverages should be correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later.

Insurance Requirements:

Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance issued to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 as the Certificate Holder. The insurance required herein shall be procured and maintained in full force and effect for the duration of the Contract or Agreement and shall be written for not less than the following amounts, or greater if required by law. Such certificate shall be delivered to InsuranceCert@larimer.org.

1. Workers' Compensation and Employers' Liability

$100,000 Disease-Each Employee

1.3. Waiver of Subrogation in favor of Larimer County

1.4. If the contractor/vendor is not required to carry Workers’ Compensation coverage per Colorado Workers’ Compensation Act 8-40-202(2)(b) a signed Workers’ Compensation waiver must be provided.

2. Commercial General Liability on an Occurrence Form with minimum limits as follows:

2.3. Contractor/Vendor agrees that the insurance afforded the County is primary non-contributory.

3. Automobile Liability Insurance including coverage for all owned, non-owned, & hired autos. Limits to be as follows:

3.1. Bodily Injury & Property Damage Combined Single Limit $1,000,000

3.2. Lower limits may be accepted if automobiles are not used for transport in relation to goods/service provided as outlined in agreement (i.e. only commuting to job site).

4. Pollution Liability $1,000,000

5. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies in conjunction with primary insurance policies if necessary.

6. General Liability and Automobile Liability insurance policies shall include Larimer County and its elected and appointed officials and employees as additional insureds as their interests may appear.

7. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Insurance Companies shall be licensed to do business in the State of Colorado and shall have an AM Best rating of not less than A- VII.

8. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract or Agreement shall provide the required coverage and shall not be suspended, voided, or canceled. Should any of the required policies be cancelled before the expiration date, notice shall be delivered to Larimer County, 200 West Oak St. Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org.

9. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted services, all subcontractors are required to carry insurance coverage consistent with the limits as listed in this document and the subcontractor must include Larimer County an additional insured as described in section V.

ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER COUNTY RISK MANAGEMENT DIVISION.

7. GENERAL INSTRUCTIONS TO RESPONDENTS

7.1 Cooperative Purchasing:

Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges, contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or any government entity relating to such use.

7.2 Equal Opportunity Employer (EEO) / Disadvantaged Business Opportunities:

Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not discriminate. Larimer County strongly encourages the use of small and minority firms, women’s business enterprises, and labor surplus area firm services.

Larimer County hereby notifies all Respondents they will be afforded full and fair opportunity to submit a quotation in response to this RFQ and they will not be discriminated against on the basis of age 40 and over, race, sex (including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender identity, gender expression, military or veteran status, or any other applicable status protected by Federal, State, or local law in consideration for this contract.

7.4 General Requirements:

All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.

No vendor awarded a solicitation shall be federally debarred. Such debarment will be checked through the System for Award Management, at https://sam.gov/SAM

No quote is contingent on the purchase of all items listed. The right is reserved to reject any and all quotes or parts thereof. Prices and terms will remain in effect until a contract has been executed.

7.3 Reasonable Accommodations:

Per the Americans with Disabilities Act (ADA), Larimer County will provide reasonable accommodation to qualified individuals with a disability who need assistance. Services can be arranged with at least seven (7) business days’ notice. Please email the Contact Person listed on page 1 or call Relay Colorado 711. “Walk-in” requests for auxiliary aids and services will be honored to the extent possible but may be unavailable if advance notice is not provided.

QUOTE FORM Q25-03:

Quotes must be furnished exclusive of any Federal, State, or Local taxes.

Please complete all four (4) pages of the Quote Form.

ADDENDA:

The contractor acknowledges receipt of the following Addenda:

The undersigned certifies that they are an authorized representative, have examined the specifications and instructions to respondents, and has submitted a quote in full compliance and without collusion with any other person, individual or corporation.

The undersigned certifies that neither the contractor nor subcontractors, the organization nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government and do not appear on the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA).

For all employees hired to perform labor or services in the United States after November 6, 1986, firm will have completed Form I-9, Employment Eligibility Verification.

SIGNED:

PRINTED NAME:

COMPANY NAME:

ADDRESS:

CITY: ____________________ STATE: ___________________ ZIP:

UNIQUE ENTITY ID________________________________________________________________________

DATE: TELEPHONE: FAX:

EMAIL ADDRESS:

For further information regarding this request for quotation, Q25-03, please contact Purchasing Agent Les Brown at 970-498-5954, or brownxld@co.larimer.co.us.

QUOTE FORM Q25-03:

Please complete all four (4) pages of the Quote Form.

Provide all pricing for all machinery and equipment resources that the Contractor may utilize in the work. Add additional lines if needed.

Machinery/Equipment Item List all that may be utilized in the work. Provide make/model.

Price per Volume Provide price estimate per cubic yard (CY) Mobilization Provide price estimate per mile

Provide all pricing for all man-hour resources that the Contractor may utilize in the work. In addition, please be sure to incorporate any and all other associated costs. Add additional lines if needed.

Man hour rates List all man hours that may be utilized in the work. Provided job title/type.

Price per hour

QUOTE FORM Q25-03:

Please complete all four (4) pages of the Quote Form.

Using “Exhibit B – Hypothetical Project” provide a quote for the property clean-up and/or debris management services needed for this project. Exhibit B was an actual clean-up from the past. We understand that to get a more accurate price, a site visit would be required; however, that is not possible. Please use the estimate that the clean-up will involve the removal of up to 220 cubic yards of debris. Please provide as much detail as possible listing any assumptions, expectations, or exceptions along with pricing below. Include your total quote price. Please add lines as necessary.

Machinery/Equipment Item List all that may be utilized in the work. Provide make/model. Please be as specific as possible.

Price per Volume Provide price estimate per cubic yard (CY) Mobilization Provide price estimate per mile

Man hour rates List all man hours and association cost that would be utilized in this project. Please be as specific as possible.

Price per hour

List any assumptions, expectation, or exceptions you have or used when generating your quote below:

QUOTE FORM Q25-03:

Please complete all four (4) pages of the Quote Form.

QUALIFICATIONS

Qualifications, at a minimum, include the following minimum items. Clearly document how these qualifications are met.

The Contractor must have a minimum of two (2) years of experience completing similar projects.

The Contractor must have trained and experienced staff available to perform the Scope of Work immediately, as the work must be completed within 10 days of designed cleanup day.

The Contractor must have knowledge and be familiarity with hazardous waste clean up processes.

The Contractor must possess any needed specialized trade license where required (i.e. tire disposal).

REFERENCES

Contractors, please provide a narrative response listing at least three (3) references - Clients within the previous five (5) years; preferably references where the services outlined in this RFQ have been utilized.

This information provides additional evidence of the vendor’s qualifications and understanding of Larimer County’s Scope of Work. Failure to include references and/or the inability to contact the references may cause your quote to be rejected.

References (attach additional pages as needed)

· Customer’s Firm Name

· Contact Name(s)

· Position Title

· Physical Address

· Mailing Address

· Telephone Number

· Email Address

· Description of Services Provided

· Dates of Service

Reference #1

Reference #2

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