Solicitation Emergency Disaster Cleanup Services. Bid designation: Public. Lehi City

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1 Solicitation Emergency Disaster Cleanup Services Bid designation: Public Lehi City 11/4/2013 4:51 PM p. 1

2 Bid Number Bid Title Emergency Disaster Cleanup Services Emergency Disaster Cleanup Services Bid Start Date Nov 4, :49:49 PM MST Bid End Date Nov 26, :00:00 PM MST Question & Answer End Date Nov 20, :00:00 PM MST Bid Contact Alyson Alger ext 2257 Contract Duration 3 years Contract Renewal 3 annual renewals Prices Good for 90 days Bid Comments Lehi Fire Department is soliciting qualified contractors to provide Emergency Services as described in Exhibit A of this RFP for any structures affected by fire/flood that is in need of emergency board-up procedures to secure the structure after forced entry or damage. Such structures may include City, residential and commercial structures as designated by Lehi Fire Department. Item Response Form Item Quantity Emergency Disaster Cleanup Services Contract 1 contract Prices are not requested for this item. Delivery Location Lehi City Lehi City 153 N. 100 E. Lehi UT Qty 1 Description Contractors shall provide the services described for a period of three (3) years according to the terms and conditions found in the RFP. 11/4/2013 4:51 PM p. 2

3 REQUEST FOR PROPOSAL Emergency Disaster Cleanup Services RFP # Issued November 4, 2013 Lehi City Corporation 153 North 100 East Lehi, Utah /4/2013 4:51 PM p. 3

4 LEHI CITY Request for Proposal EMERGENCY DISASTER CLEANUP SERVICES Table of Contents SECTION 1: PURPOSE OF REQUEST FOR PROPOSAL (RFP)... 3 SECTION 2: GENERAL INFORMATION... 4 SECTION 3: QUALIFICATIONS... 7 SECTION 4: TERMS AND CONDITIONS... 9 EXHIBIT A: EMERGENCY RESPONSE SERVICES /4/2013 4:51 PM p. 4

5 LEHI CITY Request for Proposal EMERGENCY DISASTER CLEANUP SECTION 1: PURPOSE OF REQUEST FOR PROPOSAL (RFP) 1.1 BACKGROUND The Lehi Fire Department (LFD) is comprised of specialists in the areas of structural firefighting, Hazardous Materials response, Urban Search and Rescue, Ice/Swift Water Rescue, Wild land Firefighting and strategic planning and command and control. Additionally, every member of LFD is a trained Advanced-Emergency Medical Technician or Nationally Accredited Paramedic. Emergency Medical Service accounts for the majority of our workload, and LFD is a national leader in pre-hospital emergency care. LFD is soliciting qualified contractors to provide Emergency Services as described in Exhibit A for any structure(s) affected by fire/flood and is in need of emergency board up procedures to secure the structure after forced entry or damage to structure. Such structures may include City, residential and commercial structures as designated by LFD. PREPARE EFFECTIVELY RESPOND PROFESSIONALLY IMPACT POSITIVELY 1.2 OBJECTIVES This RFP has four key objectives: 1. Minimize the time assigned to the call of LFD resources after a call is cleared. 2. Ensure consistent and reliable response times to properly secure the scene. 3. Provide public safety measures for the community and limit liabilities by eliminating Attractive Nuisances and unauthorized entry to unsecured properties. 4. Eliminate any/all outside costs associated with security measures taken for property owner safety. Note: For a more complete description of product and/or service requirements, refer to Exhibit A attached. 3 11/4/2013 4:51 PM p. 5

6 SECTION 2: GENERAL INFORMATION 2.1 ADMINISTRATIVE GUIDANCE The information provided herein is intended to assist Contractors in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested Contractors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or to exclude any relevant or essential data therefrom. Contractors are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP. 2.2 PROPOSAL RESPONSE Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with qualifications described in Section 3 herein. Proposals should also include a Letter of Interest signed by the Contractor s assigned representative. Any other information not appropriately contained in the body of the proposal should also be included in the letter of interest. 2.3 ISSUING OFFICE AND RFP REFERENCE NUMBER Lehi Finance Department is the issuing office for this RFP and all subsequent addenda relating to it. The reference number for the transaction is # This number must be referenced on all proposals, correspondence, and documentation relating to the RFP. 2.4 REPRESENTATIVES AND NOTICES During the RFP process (from the date of issue through the date of contract award or other final decision) the Purchasing Agent is the sole source of official information regarding this RFP. The designated Purchasing Agent is: Alyson Alger Ext All communications, both spoken and written, which are received by any representative of the Contractor from other sources (such as employees in other departments) should be confirmed by the Contractor with the Purchasing Agent as being true and accurate prior to incorporating such information into their response. This refers to both formal and informal conversations and communications. Please remember that significant changes to the RFP will always be issued as a formal, written addendum. 2.5 SUBMISSION OF PROPOSAL LFD requests that Contractors submit sealed proposals for contracted services. Contractors may either mail or hand-deliver one (1) hard copy to Lehi City Hall, located at 153 North 100 East, Lehi, Utah. Contractors may also submit electronic proposals through BidSync. The RFP must be received no later than 4:00 P.M. MST Tuesday, November 26, Responses should be addressed as follows: 4 11/4/2013 4:51 PM p. 6

7 RFP #2013-9: Emergency Disaster Cleanup Lehi City Purchasing Office 153 North 100 East Lehi, Utah Contractor shall be responsible for actual delivery of the proposal to the proper office before the deadline. Proposals received after this deadline will be late and ineligible for consideration. Following the deadline, the names of those responding to the RFP will be made public. All other information will remain confidential, as required by law (please see section 2.11 herein). Unless specifically authorized by the Purchasing Agent, telephonic RFP s will not be considered. However, modifications by , fax, etc., of RFP s already submitted will be considered if received prior to the time for opening of RFP s. 2.6 INQUIRIES Questions arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the RFP, shall be submitted in writing, Attn: Alyson Alger. Questions and answers will be consolidated and provided to all Contractors on record as receiving this RFP. All such questions should be received three (3) working days prior to proposal due date. 2.7 CONTRACTOR S RESPONSIBILITY FOR PROPOSAL COSTS City is not liable for any cost incurred by Contractor associated with the preparation of the RFP or the negotiation of a contract for services prior to the issuing of the contract. 2.8 EVALUATION OF PROPOSALS All proposals in response to this RFP will be evaluated in a manner consistent with Lehi City and Utah State Procurement Code 63g-6a-101, et seq. and all applicable rules, regulations, and policies. City may award a contract based on initial proposals received without discussion of such proposals with Contractors. Accordingly, each initial proposal should be submitted with the most favorable price and service available. In the initial phase of the proposal evaluation process, the evaluation committee will review all proposals timely received. First, non-responsive proposals (those not conforming to RFP requirements) will be eliminated. Second, the remaining proposals will be evaluated in a cursory manner to eliminate from further consideration those proposals which in the judgment of the evaluation committee fail to offer sufficient and substantive provisions to warrant further consideration. Each Contractor bears sole responsibility for the items included, or not included, in the response submitted by that Contractor. City reserves the right to disqualify any proposal that includes significant deviations or exceptions to the terms, conditions and/or specifications in this RFP. At the conclusion of this initial evaluation phase, selected proposals will be chosen for detailed review and evaluation, including oral presentations, as mentioned in Section 2.9, if required. City reserves the right to be the sole judge as to the overall acceptability of any proposal or to judge the individual merits 5 11/4/2013 4:51 PM p. 7

8 of specific provisions within competing offers. 2.9 ORAL PRESENTATION City may require an oral presentation by the Contractor or an interview with the Contractor to supplement a written proposal. These presentations will be scheduled, if required, by the City Representative after proposals are received and prior to the award of the contract AWARD OF THE CONTRACT Upon completion of the evaluation process, the City may negotiate with and award the contract to the Contractor whose proposal is determined to be most advantageous to the City. The contract must be executed by the parties prior to commencement of performance. The contract will incorporate the provisions of this RFP (including any addenda) and the general terms and conditions described in Section 5. By submitting a signed proposal as required by Section 2.14, Contractor is agreeing to the provisions of the contract described herein PROTECTED INFORMATION Under the Government Records Access and Management Act, UTAH CODE ANN et seq., as amended ("GRAMA") certain information in the proposal submitted may be open for public inspection. If the Contractor desires to have information contained in its proposal protected from such disclosure, the Contractor may request such treatment by providing a "written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality" with the proposal (GRAMA, Section 63G-2-309). Pricing elements of any proposal will not be considered protected. All material contained in and/or submitted with the proposal becomes the property of the City and may be returned only at the City s option ADDENDUM TO RFP In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all Contractors on record as having received this RFP ALTERNATIVE PROPOSALS Contractor may submit more than one proposal, each of which must follow the Proposal Response Outline (section 2.2 herein) and satisfy the requirements of this RFP. The Contractor's primary proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form following the Proposal Response Outline but providing complete information only for sections which differ in any way from those contained in the primary proposal. If alternative proposals are submitted, the Contractor must explain the reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be evaluated on its own merits AUTHORIZED REPRESENTATIVES The RFP must contain within the Letter of Interest the signature of a duly authorized officer or agent empowered with the right to bind the Contractor for the amounts estimated and terms proposed. The Contractor must also provide evidence of the authority of the officer or agent to bind the Contractor. City shall have the option to change the Contractor s contact person if it is in the best interest of the 6 11/4/2013 4:51 PM p. 8

9 City ANTI-COLLUSION The submission of a proposal constitutes agreement that the Contractor has not divulged its proposal to, or colluded with, any other Contractor or party to a proposal whatsoever RESTRICTIONS All proposals must clearly set forth any restrictions or provisions deemed necessary by the Contractor to effectively service the proposed Contract RIGHT TO REJECT City reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the interest of City WRITTEN AGREEMENT The selected Contractor must be willing to enter into a written agreement with the City and agree to all the terms set forth in the agreement. The City is not bound by the terms of the RFP until a written agreement is fully executed. Any activity taken by the Contractor prior to a written agreement being fully executed is done at the Contractor s sole risk. SECTION 3: QUALIFICATIONS When preparing a proposal, reply to each of the following content and evaluation criteria in the order listed. Please restate each numbered point listed below followed by your response in full, narrative sentences and provide any requested materials. 1. Statement of Qualifications: A statement of the company s experience and qualifications to meet the requirements of LFD as outlined below: General overview and History of your Company Number of years in business/date incorporated HQ location and areas of operation Names of the company s Chief officers (include an organizational chart if possible) Employee count and certifications Trade Licenses Identify any officer and employee who may have a criminal record or may be under investigation Provide correct valued insurance company loss history for the past three (3) years plus current year. 2. Staff Members Profile: Identify proposed staff members who would be involved in providing the services requested and submit statements or resumes detailing their qualifications. Your proposal should include information on levels of training received by each staff member and detailed descriptions of their involvement with projects of similar or identical scopes. 7 11/4/2013 4:51 PM p. 9

10 3. Past Experience: Detail your company s experience in providing the services requested. Include project size, dates of performance, customer name, contact person, and telephone numbers. 4. Arbitration/Litigation: Is your company currently involved in arbitration or litigation for any reason? If so, please elaborate. 5. Equipment: Contractor must possess all of the tools of the trade consistent with the requested Emergency Services. Give an example of a standard Emergency Response vehicle and the inventory included on that vehicle. Also provide an account of the number of these Emergency Response vehicles that you have in operation during and after normal business hours. 6. Hours of Response: Contractor must be able to respond when needed on a 24/7/365 basis and an acceptable Emergency Response time frame of no more than 1 hour. Please provide hours of operation and an example of how you plan to respond under the 24/7/365 criteria. 7. Electronic Audio Fire Surveillance: Do you monitor fire/police dispatches? If yes, explain any electronic surveillance equipment and/or processes that you are currently using or anticipate using (i.e. scanners, audio, websites, etc.). 8. Board-up Procedures/SOP: Explain in detail the procedures, equipment, materials and methods utilized to secure commercial and residential properties in the case of a fire loss where several windows are broken and the front door is unable to be secured due to forced entry. 8 11/4/2013 4:51 PM p. 10

11 SECTION 4: TERMS AND CONDITIONS The following is a description of terms and conditions that will be included in the final contract to be executed after the bid is awarded. This is not intended to be a comprehensive list, but the successful bidder can expect to see at least the following terms and conditions: 4.1 DEFINITIONS The following definitions shall govern the preparation and submission of any contract which may ensue: Bid, Bids, or Bid: The offer of solicitation documents for a formal sealed bid. Bidder: The person, firm, corporation or manufacturer who submits a formal sealed bid and which may or may not be successful in being awarded the procurement contract. Owner: Lehi Fire Department or Lehi City. City or Lehi City: The City of Lehi, a municipal corporation of the state of Utah. Contractor: The person, firm or corporation who is awarded the contract to provide the equipment and services as specified. LFD: Lehi Fire Department. 4.6 RELATIONSHIP OF THE PARTIES In assuming and performing the obligations of any contract, Owner and Contractor shall each be acting as independent parties and neither shall be considered or represent itself as a joint venture, partner, or employee of the other. 4.7 LAWS AND ORDINANCES The laws of the State of Utah shall govern any contract executed between the successful Contractor and Owner. Further, the place of performance and transaction of business shall be deemed to be in the County of Utah, State of Utah, and in the event of litigation, exclusive venue and place of jurisdiction shall be the State of Utah, and more specifically, the district court of Utah County, Utah. 4.8 INSURANCE All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either currently rated A VII or better by A.M. Best Company or listed in the U.S. Treasury Department s current Listing of Approved Sureties (Department Circular 570), as amended. Contractor, at its own expense, shall secure and maintain the following policies of insurance: Commercial General Liability (CGL) Insurance with LFD as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $3,000,000 general aggregate and $3,000,000 products and completed operations aggregate Worker s Compensation and Employer s Liability Insurance limits of $1,000,000/$1,000,000/ $1,000,000 and sufficient to cover all of the Contractor s employees pursuant to Utah law. 9 11/4/2013 4:51 PM p. 11

12 4.8.3 Mold, Asbestos and Lead: Contractors Pollution Liability Insurance with LFD as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general aggregate and $2,000,000 products and completed operations aggregate Before any of the Contractor s or its sub-contractor s employees shall do any work, the Contractor shall furnish the Owner with a certificate in duplicate evidencing that the insurance required above is being carried and maintained. Such certificate or certificates shall specify the date when such insurance expires The Contractor agrees that such insurance shall be carried and maintained until after the entire work under the Agreement has been accepted. Should Contractor receive cancellation notice for any of the aforementioned insurances Contractor must immediately notify the Owner. Failure to comply with maintaining active and uninterrupted coverage will initiate removal from project and will impact payment to Contractor. 4.9 PERIOD OF PERFORMANCE Contractor shall provide the services described in Attachment A for a period of three (3) years commencing on the date of execution of this agreement. Owner may extend this Agreement for three (3) one-year terms, renewable on an annual basis, under the same terms and conditions FINANCIAL INFORMATION Contractor must be able to deliver adequate Emergency Services without the risk of financial stress and/or bankruptcy. Contractor must be in acceptable financial standing as rated by Dunn & Bradstreet and/or Experian BUSINESS RELIABILITY The Better Business Bureau collects information on business reliability and provides information on ethical business practices of business. In order to provide the best possible contractor service to the community, Contractor must have and show evidence of an acceptable rating with the Better Business Bureau of A or better EMPLOYEE VERIFICATION Contractor must verify the federal legal working status of all employees that may be an emergency responder using E-Verify ( ETHICAL STANDARDS POLICY Contractor agrees to abide by a no chase policy. Contractor shall only respond when called by LFD. Contractor or Contractor s representative may not be a past or current employee of LFD MATERIALS AND EQUIPMENT Contractor shall furnish all materials, supervision, labor, and equipment to complete the requirements of this agreement /4/2013 4:51 PM p. 12

13 EXHIBIT A: EMERGENCY RESPONSE SERVICES The following is a list of services/resources that may be required to execute Emergency Response Services once contacted by LFD. Indicate whether you will/will not be able to provide these services. Also identify any of the work that you intend to subcontract to others and identify the proposed subcontractors including names, specific assignments, and the qualifications of the subcontracting company and its key personnel. Service Contractor Can Contractor Can Not Subcontracted Provide Provide General Board Up Emergency Fencing Residential Water Extraction Commercial Water Extraction Dumpster Roof Tarping Fire Watch Asbestos Lead 11 11/4/2013 4:51 PM p. 13

14 Question and Answers for Bid # Emergency Disaster Cleanup Services OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below. Question Deadline: Nov 20, :00:00 PM MST 11/4/2013 4:51 PM p. 14

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