Wood_Floor_Maintenance_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

230091

WOOD FLOOR MAINTENANCE

Due Date: Monday, April 10, 2023

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/22907

PUBLISH DATE: March 16, 2023 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 230091

BUSINESS SERVICES DEPARTMENT Page 2 of 38 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Sandra Alcorn

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4118

Attachments:

A - OFFER AND ACCEPTANCE

G - Recreation Center Details

BUSINESS SERVICES DEPARTMENT Page 3 of 38

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 230091

TITLE: Wood Floor Maintenance

SUBMITTAL DUE DATE: Monday, April 10, 2023 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Monday, March 27, 2023

TIME: 2:00 pm LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v 2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d

QUESTIONS SHALL BE DIRECTED TO: Sandra Alcorn

(520) 837-4118 sandra.alcorn@tucsonaz.gov

Posted Date: Thursday, March 16, 2023

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

The Parks and Recreation Department has approximately 68,500 square feet of wood floors at 6 locations. The floor surfaces vary by age and condition in the buildings under its maintenance responsibilities (see Attachment G - Floor Maintenance Recreation Center Details). Floor maintenance services are currently planned to be performed once annually at all locations. However, the frequency of floor maintenance may either be reduced or increased during the term of this contract, at the sole discretion of the City. The Parks and Recreation Representative may request additional floor maintenance services to be completed at other locations based upon reasons, including but not limited to unanticipated wear and tear.

B.2. Contact Information

Sandra Alcorn Senior Contract Officer Email: sandra.alcorn@tucsonaz.gov Phone: (520) 837-4118 Department:

Parks and Recreation

B.3. Timeline mailto:sandra.alcorn@tucsonaz.gov tel:(520)837-4118

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Release Project Date March 16, 2023

Pre-Proposal Meeting (Non- Mandatory)

March 27, 2023, 2:00pm

Agenda https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00 YWE3LTk1ODYtODBhNzM2ODYzOTA2%40th read.v2/0?context=%7b%22Tid%22%3a%22d2 1e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224d d6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d

Question Submission Deadline March 29, 2023, 2:00pm

Proposal Submission Deadline April 10, 2023, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyNDk1MjktNzMwNS00YWE3LTk1ODYtODBhNzM2ODYzOTA2%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d

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C. SCOPE OF WORK

C.1. Scope of Work

I. GENERAL REQUIREMENTS

A. The Contractor shall furnish all supplies, equipment and labor required to perform the floor maintenance services, including but not limited to power driven equipment, custodial tools, floor finish, floor sealers, sanding screens, towels, wood plank, nails and other supplies that are specified and/or necessary to perform the floor maintenance services. Parks and Recreation will not provide any supplies or equipment at any time to the Contractor for any reason.

B. The Contractor shall follow all of the product manufacturer’s instructions, including but not limited to the preparation of surfaces, application of products, and the proper disposal of product.

C. All supplies, equipment, and workmanship shall be subject to periodic inspection for compliance by the Parks and Recreation Representative. If supplies, equipment and/or workmanship are not in compliance, the Contractor will be required to replace the products or redo the work at the Contractor’s expense.

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

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

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

II. TECHNICAL REQUIREMENTS

A. For floor maintenance, the Contractor shall apply finish and sealer to floors as follows:

1. Meet with on-site supervisor to discuss job specifics and logistics two weeks prior to start of work.

2. Provide a daily work schedule/agenda one week prior to start of work.

3. Adhere to work schedule. When deviation is necessary, provide 48 hour written notice to on-site supervisor.

4. Screen wood floor (gymnasium, aerobics, dance, racquetball) using 120 grit sanding screens.

Screens should be flipped after 250 sq ft and changed after 500 sq ft.

5. Make sure all rubber marks, gum, grime and debris are removed.

6. Vacuum floor of all dust and debris.

7. Entire floor should be tacked using Turkish towels to remove final traces of dust and debris.

8. Allow the floor to completely dry prior to application of finish.

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9. Apply a uniform coat of Contender by Hillyard or equivalent floor finish.

10. Let dry for 24 hours.

11. Apply second coat of Contender by Hillyard or equivalent floor finish.

12. Notify on site supervisor of curing time prior to being allowed back on the floor.

B. For special floor maintenance, the Contractor shall:

1. Meet with on-site supervisor to discuss job specifics and logistics two weeks prior to start of work.

2. Provide a daily work schedule/agenda one week prior to start of work.

3. Adhere to work schedule. When deviation is necessary, provide 48 hour written notice to on site supervisor.

4. Sand down floor to bare wood.

5. Repair boards as needed.

6. Repaintouch up painted sports lines as needed.

7. Vacuum floor of all dust and debris.

8. Entire floor should be tacked using Turkish towels to remove final traces of dust and debris.

9. Allow the floor to completely dry prior to application of finish.

10. Apply a uniform coat of Contender by Hillyard or equivalent floor finish.

11. Let dry for 24 hours.

12. Apply second coat of Contender by Hillyard or equivalent floor finish.

13. Notify on-site supervisor of curing time prior to being allowed back on the floor.

III. EXPERIENCE, KNOWLEDGE AND TRAINING

In performing services under this contract, the Contractor and its technicians, workers, employees and sub-contractors shall:

A. Maintain complete and up-to-date expertise, knowledge, and training (including all appropriate professional and technical certifications) for the professional performance of any and all required work.

B. Consult with the Parks and Recreation Representatives as necessary or upon request to clarify the scope of work.

C. Utilize manufacturer’s current recommended or required specifications and procedures.

D. Provide written notification to the Parks and Recreation Representative and Business Services Department - Shared Services within 30 business days of any changes to manufacturer's required or recommended maintenance or repair procedures. Such changes shall be amended into this contract and shall not result in any increased cost to the City or decreased cost to the Contractor.

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IV. EMPLOYEES

A. Assign work to Contractor employees who are fully trained and qualified to perform work, and provide evidence of their qualification and training upon request.

B. Designate at least one individual to act in a management capacity. The individual shall be responsible for, and have authority to act in overseeing and supervising Contractor employees and work, be available at the request of the City to inspect and discuss work, to resolve performance issues, and to provide technical advice, consultation, or input as requested by the City. The Company Representative shall be available at all times via telephone and shall be able to respond within 24 hours to requests for meetings or consultation, and within 2 hours to emergencies as determined by the Contract representative.

C. Ensure that all employees and personnel wear identification badges that clearly show the Contractor's company name and the first and last name of the employee.

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

E. Ensure that all Contractor employees and personnel, while working at City buildings and sites, or otherwise engaged in performing work for the City, are not under the influence of alcohol, drugs or other intoxicants, do not engage in any illegal activities, and are not in possession of weapons.

F. Remove immediately and permanently from assignment to this contract any Contractor employee who is determined by the Contract Representative to be incompetent, abusive, disorderly, disruptive, uncooperative, ineffective, intoxicated, in possession of or under the influence of any illegal substance, in possession of weapons, firearms, explosives, or dangerous substances, or is otherwise determined to be generally ineffective. The Contract Representative will rely on his or her own observations of the employee’s work performance, work products, or resulting system performance, and the input of other City employees or citizens in making a determination. The City reserves the right to have Contractor employees removed with the assistance of contract security or the Tucson Police Department and therefore the individual may be subject to arrest and criminal prosecution. The City reserves the right to have a contractor employee removed at the City’s sole discretion.

V. MATERIALS AND LOGISTICS

In performing services under this contract, the Contractor shall:

A. Provide all necessary labor, materials, equipment, supplies, tools, and vehicles necessary to complete all work. All supplies, labor, vehicles and equipment shall be compliant with the specifications, terms and provisions set forth herein and shall be subject to random, unannounced inspection by the Parks and Recreation Representative.

B. Provide materials and workmanship that is of the highest industry standards. Materials used by the Contractor for this contract shall be new and are subject to inspection and approval by the City Representative prior to delivery or installation.

C. Use new materials and parts that are of the standard grade for the intended purpose. In the event that new material or parts are not immediately available, the Contractor shall obtain approval from the

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Parks and Recreation Representative for the temporary use of rebuilt or reconditioned materials or parts while new materials and parts are obtained.

D. Provide storage and office space for all supplies, vehicles, materials, equipment at the Contractor's own facilities, and not use City facilities for office space or storage, unless specifically specified elsewhere in this contract.

E. Clean-up and dispose of off-site all work-related refuse, materials, chemicals, or other items at no additional cost to the City, in full compliance with all legal and regulatory requirements.

F. Avoid incidental structural damages and repair, at no cost to the City, any damage caused by the Contractor or its employees within 24 hours, or earlier if the damage is determined by City representatives to be of an emergency nature. Repairs shall be completed to the full satisfaction and acceptance of the appropriate City representative.

G. Provide in advance of their use Safety Data Sheets (SDS) for all products used under this Contract.

H. Receive and be responsible for City issued keys and badges that may be provided by the City.

Contractor employees shall be required to sign for each key and badge issued to them by the City. The Contractor shall be required to pay $30 to the City for each badge and $10 for each key lost by the Contractor’s personnel. If a breach in security results from the loss of keys requiring that locks be changed or re-keyed, the Contractor will be responsible for the associated actual costs.

VI. CITY RESPONSIBILITIES

The Contractor’s primary contacts within the Parks and Recreation Department shall be:

Center Supervisors : Responsible for routine direct coordination with Contractor, requesting service calls, providing or coordinating access to units by the Contractor Technician when necessary, providing technical assistance, support, monitoring of Contractor performance, discussion and resolution of performance problems.

Center Supervisor or Superintendent: Designated as the City's Contract Representative, responsible for overall contract administration and compliance, documenting contractor performance, and coordination with the City's Business Services Department - Shared Services.

Parks and Recreation will designate one or more Representatives to assist with and oversee Contractor work. The Representative shall:

A. Coordinate and schedule work with the Contractor and meet the Contractor at work sites and buildings as necessary to facilitate and monitor the Contractor’s work.

B. Monitor Contractor performance, consult with and be advised by manufacturer representatives, review, accept, or decline to accept the work performed by the Contractor, and to ensure overall contract compliance.

C. Provide or coordinate Contractor access to work sites, buildings, yards, etc. to facilitate the work, and resolve any unanticipated access issues

D. Consult with the Contractor in advance and during the course of work to ensure the work progresses and is completed to the full satisfaction of the City.

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E. Consult with manufacturer representatives to verify proper product uses and application when necessary.

F. Conduct unannounced periodic inspections of the Contractor’s work.

G. Direct the Contractor to correct any deficient processes, products, applications, or other Contractor actions, and request warranty work.

H. Act as liaison with primary building contact to inform occupants of the work, minimize disruption to public services or the work of building occupants, resolve problems, respond to building occupant complaints, inform occupants of actions that may disrupt the work of building occupants or interfere with public service (such as electrical shutdown, etc.), and notify occupants of project completion.

I. Provide other assistance to the Contractor as necessary and appropriate to expedite the project.

VII. MONITORING CONTRACT COMPLIANCE

Parks and Recreation will utilize a contract compliance function to ensure that the City receives all contracted services and that the Contractor is paid promptly and fully for work performed to the City's satisfaction. Parks and Recreation will utilize the following steps when monitoring Contractor performance:

A. On-Site Monitoring: The Center Supervisor shall monitor Contractor performance at any time during any service calls, through the use of observation, discussion, and technical assistance, and may use the contract, personal expertise and judgment, inspection, observation and independent testing to draw conclusions about the performance of the Contractor.

B. Inspection of Equipment, Parts, Materials, Supplies: City Representatives may conduct inspection of any and all equipment, parts, materials, or provided by the Contractor to verify contract requirements regarding compliance with manufacturers specifications.

VIII. CORRECTING CONTRACTOR PERFORMANCE

The Contractor will adhere to and cooperate with the following process and steps to document and correct performance issues. These steps will be in addition to any other standard contractual remedies.

It is the intent of the City to resolve performance related matters to the full satisfaction of Parks and Recreation Department thereby ensuring that the interests of the City are protected.

A. Informal Discussion: The Center Supervisor shall attempt to promptly and informally resolve non-critical contract performance issues at the first level through a discussion with the on-site Contractor Supervisor. Matters unresolved will be forwarded to the Parks and Recreation Superintendent

B. Notification to Center Supervisor: If in the judgment of the Center Supervisor the performance issue is of a repetitive, serious or critical nature, or a first level information discussion has not resolved a non-critical issue, the Center Supervisor shall notify the Parks and Recreation Superintendent.

C. Reporting Deficient Performance to the Contractor: The Parks and Recreation Superintendent will forward copies of written performance comments to the designated Contractor Representative, requesting follow-up action on the part of the Contractor Representative to resolve the performance matter.

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D. Consultation with the Contractor: The Contractor's designated management representative shall at the request of the Center Supervisor meet to discuss and resolve noted instances of deficient contract performance. The purpose of this step is to informally but promptly give the Contractor the opportunity to correct deficient performance.

E. Unresolved Performance Issues: Performance issues that have not been fully resolved and corrected by the Contractor shall be referred to the City of Tucson Business Services Department - Shared Services for remedy.

IX. SCHEDULING

A. The Contractor shall provide all floor maintenance work in full compliance with the Recreation Center Details (Attachment G). All scheduling shall be at the convenience of the City, and the Contractor shall adhere to any schedule established by the Center Supervisor.

X. INVOICING

The Contractor shall submit invoices per the request of the Center Supervisor, consistent with the Price Page rates and square footage as noted in Attachment G.

The Contractor shall submit an original copy of the invoice to the City of Tucson Finance Department, Accounts Payable Division, and may at the same time submit a copy of the original to the Center Supervisor.

The invoice shall include an attached copy of the locations completed by the Contractor and accepted by the Center Supervisor.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://secure.procurenow.com/portalucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://secure.procurenow.com/portalucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system: https://secure.procurenow.com/portalucson-az/contracts

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

https://secure.procurenow.com/portalucson-az/contracts https://secure.procurenow.com/portalucson-az/contracts

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://secure.procurenow.com/portalucson-az.

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. Application for a City Business License can be completed at http://www.tucsonaz.gov/etax. For questions contact the City's Business License Section at (520) 791- 4566 or email at tax-license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Qualifications & Experience

B. Method of Approach

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within five (5) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SOLICITATION RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://secure.procurenow.com/portalucson-az.

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and

E. The form of relief requested.

BUSINESS SERVICES DEPARTMENT Page 19 of 38

F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications & Experience

1. Provide a description of the company, to include company name, number of years in business, primary type business, headquarters location, number of employees.

2. Provide the company’s experience in conducting floor maintenance services for recreation centers.

3. Provide the names of key company officers.

4. Provide the names of employees, including any subcontractor(s),who will supervise and/or perform work on this contract. Include summary resumes, levels of training, certifications received, and descriptions of their experience and expertise.

5. Describe the supervisory structure of the personnel assigned to this contract.

6. Provide at least three (3) references (preferably government contracts) for work that your firm has provided that is similar in scope to the Scope of Work. Provide name, title, company/agency, phone number, email address and when work was completed for this reference.

7. Provide description of ongoing training to maintain complete and up-to-date expertise, knowledge, and training (including all appropriate professional and technical certifications) for the professional performance of any and all required work.

8. Explain if your firm, either presently or in the past, has been involved in any litigation, bankruptcy or reorganization?

9. Submit any additional information that you feel is applicable to your firms qualifications and experience.

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 20 of 38

2. Method of Approach

1. Provide a detailed method of approach to performing the services listed in the Scope of Work. The Offeror shall clearly outline their understanding and approach to meeting the requirements of the Scope of Work.

2. Describe your firms proposed staffing configuration to complete the Scope of Work.

3. Provide a description of proposed quality control practices in addition to the requirements described in the Scope of Work.

4. Provide a list of resources, including but not limited to materials, vehicles and equipment inventory for use under this contract.

5. Describe how your firm will obtain materials and supplies for maintenance services to be performed. Does your firm keep an inventory of products and materials on hand or does your firm purchase them as the maintenance services are scheduled? If the later, how does your firm ensure all products and materials are appropriate and available at the start of the maintenance service to meet the agreed upon schedule.

6. Describe the warranty provided on materials and the floor maintenance services.

7. The City desires one point of contact for this contract. Provide contact information for the Contractor Representative (name, address, phone number, and email address).

8. Provide a sample invoice.

N/A N/A

3. Price Proposal Provide price proposal as requested on the Price Page attached herein.

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 21 of 38

G. PRICING

FLOOR MAINTENANCE SERVICE

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Randolph 12,412 Sq Ft

2 Udall 15,917 Sq Ft

3 El Pueblo 15,261 Sq Ft

4 Donna Liggins 10,716 Sq Ft

5 Armory 3,704 Sq Ft

6 Clements 10,540 Sq Ft

TOTAL

SPECIAL FLOOR MAINTENANCE SERVICE

Line Item Description Unit of Measure

Unit Cost

Replacement of Damaged Wood Planks

1 Per wood plank (includes sanding, painting and finish) plank

2 Per sq ft (includes sanding, painting and finish) sq ft

Repaint gym lines (only if sanded all floors)

3 Basketball Court per court

4 Volleyball Court per court

5 Badminton/Pickleball Court per court

Remove and Replace existing baseboards

6 Remove and Replace baseboard baseboard

Touch up Paint

7 Basketball Court per court

8 Volleyball Court per court

9 Badminton/Pickleball Court per court

Mobilization Fee (outside of floor maintenance services)

BUSINESS SERVICES DEPARTMENT Page 22 of 38

Line Item Description Unit of Measure

Unit Cost

10 Mobilization Fee (outside of floor maintenance services) per trip

BUSINESS SERVICES DEPARTMENT Page 23 of 38

H. SPECIAL TERMS AND CONDITIONS

H.1. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.2. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https:/ucsonprocurement.com/bidders_livingwage.aspx.

H.3. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

H.4. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periodsor portions thereof.

https://ucsonprocurement.com/bidders_livingwage.aspx.

BUSINESS SERVICES DEPARTMENT Page 24 of 38

I. INSURANCE REQUIREMENTS

I.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

I.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

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

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

I.3. Commercial Automobile Liability

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

I.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

BUSINESS SERVICES DEPARTMENT Page 25 of 38

I.5. Policy Change Notice

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

I.6. Additional Insured

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

I.7. Claims-Made Coverage

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

I.8. Additional Requirements

Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions), must include or be endorsed to include to provide the following:

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

B. The policy is primary and any insurance carried by the City is excess and not contributing.

C. The coverage provided by the policy is not limited to the liability assumed under the indemnification provisions of this Contract.

D. The insurer will provide written notice to the City at least ten (10) calendar days before the policy is terminated or cancelled or the coverage is reduced.

I.9. Verification of Coverage

A. Contractor will give the City certificates of insurance (ACORD form or equivalent approved by the City), signed by an authorized representative of the insurer, showing that the Contractor has all the insurance required by this Contract.

B. Contractor must deliver the certificates directly to the Procurement Division of the City’s Business Services Department before the Contractor commences work under this Contract.

C. The certificates must contain the City project/contract number and project description.

D. The City reserves the right to require complete copies of all insurance policies required by this Contract at any time.

BUSINESS SERVICES DEPARTMENT Page 26 of 38

I.10. Subcontractors

Contractors’…