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HomeMy WebLinkAbout112307 E & LL TRUCKING - CONTRACT - BID - 5811 SNOW AND ICESERVICES AGREEMENT THIS AGREEMENT made and entered Into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and E & LL Trucking, hereinafter referred to as "Service Provider" WITNESSETH In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows 1 Services to be Performed This Contract shall constitute the basic agreement between the parties for -removal of snow and ice from sidewalks, parking lots and streets located within the City of Fort Collins from designated properties in accordance with Exhibit A, consisting of two (2) pages attached hereto and by this reference made a part hereof The conditions set forth herein shall apply to all services performed by the Contractor on behalf of the City The City shall notify Contractor verbally of services to be performed Such notification shall include the location of such services and any other special circumstances relating to the services If the Contractor cannot be reached for notification, the City may elect to have the services performed by others Nothing within this Contract shall obligate the City to have any particular service performed by the Contractor After completing the work described in any one notice, the Contractor shall so notify the City Inspector by calling (970) 221-6615 If, upon arrival at the work location, the Contractor finds that any or all of the work assigned has been or is being accomplished by others, the Contractor shall leave the location and immediately not the City Inspector 2 Time for Completion The services described herein shall be completed by the Contractor within twenty-four (24) hours after receiving notification to proceed 3 Changes In the Work The City may, at any time during the term of a particular work Snow & Ice Removal 1 EXHIBIT A SCOPE OF WORK 1 The work consists of furnishing any equipment and labor deemed necessary, on call by the City Streets Department, to remove snow and Ice hazards from City streets, parking lots and sidewalks per the terms of a Contract for Snow and Ice Removal (attached) Clearing of snow shall occur before the high traffic periods of the day when the snow depth is 2" or more (7 30 a m -8 30 a m, 12 00 p m -1 00 p m , 4 30 p m -6 p m ) or as specified by Streets Department representative Some sidewalks may have had additional deposits of snow or ice placed upon them by City snowplows during street snow removal operations Only those sidewalks specified by the Streets Department will be cleared as a part of this contract, it is the responsibility of the adjacent resident/s/ to clear sidewalks of free -falling snow The existing parking lots to be contracted for clearing are as follows and the City reserves the right to change as needed 1) Block 31 Lot - Howes Street and Laporte Avenue 2) American Lot - Mason Street and Laporte Avenue 3) Remington/Oak Lot - Remington Street and Oak Street 4) Olive/Mathews Lot - Olive Street and Mathews Street 5) Mountain Lot - East Mountain Street 6) Jefferson Lot - Jefferson Street 2 Vendor must be able to provide the equipment bid and a qualified operator Sunday through Saturday at any time, within one hour of being called by the City Representative Phone contact with a company representative, qualified to dispatch equipment, must be available at all times The City Representative will try to schedule night/weekend work in advance, if possible 3 Material from any site may be hauled to various dump sites located around the City, as directed by the City Representative Other City departments may use this bid 4 All Truck Drivers must have a valid CDL license, and all operators be qualified to operate the equipment 5 All equipment must comply with all DOT, CDL, and any other local/State/Federal requirements Trucks must be equipped with an effective load covering tarp if needed 6 All work shall be done in a professional, SAFE, courteous and efficient manner The driver or operator shall exercise the utmost courtesy to other drivers and pedestrians 7 The City shall not be responsible for any equipment failures, damage to equipment, or maintenance required on the equipment The vendor is responsible for all fuel required 8 Any damage caused by the vendor's equipment or driver shall be the sole responsibility of the vendor The vendor shall indemnify and hold harmless the City for any damage done by the vendor's equipment/driver to any member of the public, private property, and any part of the right-of-way If City -owned equipment, or City employees directly cause any damage, the City will assume responsibility for the damage 9 At no time whatsoever shall the driver be considered or become a City employee Snow & Ice Removal 10 10 The City will not guarantee hours Vendors will be used on an as -needed basis, depending on job site, availability and type of equipment 11 Hours worked must be approved at the end of each day by the City Representative Hours will be counted from the time of arrival on the job site (not from the time of notification), and will end per direction of the City Representative 12 The City shall have the option to proceed with calling the next available vendor if the lowest vendor is not available In case of a tie, the City Representative will alternate calling the tied vendors Vendors who want to work for the City, but were not included in the original bid, will be added to the end of the list, regardless of price, upon approval by the City When special conditions arise, the City shall have the option to choose the vendor to fit any special equipment needs 13 At the option of the City, the Agreement may be extended for additional one year periods not to exceed three (3) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract end 14 The City does not intend to award to one vendor, but will issue multiple awards 15 Vendors that are completing sidewalk snow abatements should provide a digital camera with sufficient memory or memory cards capable of taking and storing up to 100 digital photos Vendor must be able to download to a City PC or e-mail pictures to the City representative using either Adobe Photo Delux or Camedia software All digital photos provided are the property of the City Snow & Ice Removal 11 C� EXHIBIT B BID SCHEDULE We hereby enter our bid for the City of Fort Collins' requirements for City Street, Parking Lots and Sidewalk Snow and Ice Removal NOTE Any move -on charges for sidewalk clearing will be assessed at fifty percent (50%) of your hourly rate for each lob Contractor Name e� ,c%GL —T2c c & i A/ Cam. 1 END DUMPS Capacity (yds) Number of Units Rate per Hour 2 TANDEM DUMP Capacity (yds) Number of Units Rate per Hour LLB d-�-t d o 3 SINGLE AXEL DUMP Capacity (yds) Number of Units Rate per Hour 4 WHEELLOADER Capacity (yds) Number of Units Rate per Hour 5 MOTOR GRADER Capacity (hp) Number of Units Rate per Hour 6 OTHER LARGE (I a Unimog) Capacity Number of Units Rate per Hour 7 BACK HOE Capacity (hp) Number of Units Rate per Hour 8 SKID STEER Capacity (hp) INumber of Units IRate per Hour Blade/Broom Snow & Ice Removal 12 9 SMALL TRACTOR Capacity (hp) Number of Units Rate per Hour Blade/Broom 10 OTHER SMALL lie Walker Mower Capacity (hp) Number of Units Rate per Hour Blade/Broom 11 WALK -BEHIND SNOWBLOWER Capacity (hp) Number of Units Rate per Hour Width 12 PICK-UP WITH PLOW Capacity (ton) Number of Units Rate per Hour Blade width 13 HAND SHOVELING AND DE- ICER APPLICATION Rate per Hour De-icer per lb Snow & Ice Removal 13 C1 L EXHIBIT C Snow and Ice Hazard Removal Billing Instruction and Invoice Form Vendor Name Address (Street & #)_ City, State, Zip Code INVOICE NO BILLED TO (City of Fort Collins) LOCATION WORK DONE (Date/s and time/s) HOURS WORK ACCOMPLISHED Phone Number INVOICE DATE JOB NO CHARGE $ INSTRUCTIONS 1 Invoice date will be the date you are billing the City of Fort Collins 2 Hours will be man hours 3 Work done is date/s and time/s you do the work 4 Work accomplished Removal, truck only, removal, grader, blower, truck or whatever combination you used 5 Attach an original copy of "Lien Release" form for each Subcontractor or Supplier used to each invoice dated the same date or subsequent to the invoice date Failure to do so will result in the denial of payment until Contractor is in compliance Snow & Ice Removal 14 EXHIBIT D INSURANCE AND LIABILITY General The Service Provider will provide, from Insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement" "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins " In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement 2 Insurance coverages shall be as follows A Compensation and Employer's Liability The Service Provider shall maintain during the life of this Agreement Workers' Compensation insurance as required by Colorado law, and Employer's Liability Insurance, in an amount not less than $400,000 for each occurrence, for all of the Service Provider's employees engaged in work performed under this Agreement B Commercial General Liability The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for claims for damages for personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement Coverage for property damage shall be on a "broad form" basis The amount of insurance to be provided shall be not less than $500,000 combined single limits for bodily injury and property damage In the event any work under this Agreement is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance it Page 1 of 1 Snow & Ice Removal 15 assignment and without invalidating the Contract, make changes within the general scope of the particular work assignment and the Contractor agrees to perform such changed work 4 Material's, Equipment and Labor The Contractor undertakes and agrees to furnish and pay for all materials, supplies, labor, transportation, equipment, tools, services and supervision necessary to perform any services hereunder 5 Contract Period This Agreement shall commence upon signing, and shall continue in full force and effect until September 30, 2008 unless sooner terminated as herein provided In addition, at the option of the City, the Agreement maybe extended for an additional three year period Pricing changes shall be negotiated by and agreed to by both parties The Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office will be used as a guide Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 6 Delay If either party Is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition 7 Termination (A) The City shall have the right to terminate this Contract as to any work assignment for default should the City determine that the Contractor is failing to prosecute the work in a manner which will assure timely completion or that the Contractor is not performing any of the provisions of this Contract or the notification (B) The City shall have the right to terminate this Contract for default, barring the Contractor from further participation in the Snow and Ice Hazard Removal Program, should the City determine that the Contractor repeatedly fails to complete the work within the time required Snow & Ice Removal 2 or otherwise fails to perform the work in accordance with the provisions of this Contract (C) If the City terminates for default, the City shall not be liable for any further payments to the Contractor whatsoever, and the Contractor shall be liable for any costs to the City as a result of the termination The City's rights herein shall be in addition to any other remedies it may have under the law (D) Early Termination by City/Notice Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties All notibes provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses City Service Provider City of Fort Collins, Streets E & LL Trucking P O Box 580 941 East 4`h Street Ft Collins, CO 80522 Loveland, CO 80537 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement Such payment shall be the Service Provider's sole right and remedy for such termination 8 Payments (A) The City agrees to pay and the Contractor agrees to accept as full payment for all work done and all materials furnished and for all costs and expenses incurred in the performance of the work under the notification in accordance with the prices stated within the Bid Schedule Proposal Form, attached hereto as Exhibit B consisting of two (2) pages, and by this reference made,a part hereof (B) The Contractor shall submit invoices on the City's form entitled "Snow and Ice ') Hazard Removal Billing Instruction and Invoice Form" attached hereto as Exhibit C consisting of Snow & Ice Removal one (1) page, and by this reference made a part hereof Failure to use this form will result in delayed payments Invoices must contain all requested information and must be received by the City within five (5) working days after completion of the work assignment (C) Within thirty (30) days after the final acceptance of the work, the City Inspector will certify the total work done and the amount due and payment will be completed Payment shall be made by the City only upon completion of the work by the Contractor in a satisfactory manner and upon the Contractor furnishing satisfactory evidence of payment of all wages, taxes, supplies and materials, and other costs incurred in connection with the performance of such services 9 City Representative The City will designate a representative who shall make, within the scope of his authority, all necessary and proper decisions with reference to the services provided under this agreement All requests concerning this agreement shall be directed to the City Representative 10 Independent Service provider The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose 11 Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City 12 Acceptance Not Waiver The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Snow & Ice Removal 4 CIN Agreement 13 Warranty (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City 14 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof 15 Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period often (10) days within which to cure said default In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages, (b) treat the Agreement as continuing and require specific performance, or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default 16 Binding Effect This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, Snow & Ice Removal 5 '�4 employees, agents and assigns and shall Inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties 17 Indemnity/Insurance a The Service Provider agrees to Indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder b The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property c Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit D, consisting of one (1) page, attached hereto and incorporated herein by this reference The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 215 N Mason, 2nd Floor, Fort Collins, Colorado 80524 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City 18 Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties Covenants or representations not contained in this Agreement shall not be binding on the parties 19 Law/Severability The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement Snow & Ice Removal 6 0 20 Prohibition Against Employing Illegal Aliens This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work Pursuant to Section 8-17 5-101, C R S , et seq , Contractor represents and agrees that a As of the date of this Agreement 1 Contractor does not knowingly employ or contract with an illegal alien, and 2 Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the 'Basic Pilot Program") in order to confirm the employment eligibility of all newly hired employees b Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement c Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter, until Contractor is accepted or the public contract for services has been completed, whichever is earlier The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued d Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed e If Contractor obtains actual knowledge that a subcontractor performing work Snow & Ice Removal FJ under this Agreement knowingly employs or contracts with an Illegal alien, Contractor shall 1 Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien, and 2 Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien, except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien f Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department') made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17 5-102 (5), C R S g If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17 5-102, C R S the City may terminate this Agreement If this Agreement is so terminated, Contractor shall be liable for actual and consequential damages to the City arising out of Contractor's violation of Subsection 8-17 5-102, CRS h The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach Snow & Ice Removal 8 u Snow & Ice Removal THE CITY OF FORT COLLINS, COLORADO James B Neill, II, CPPO, FNIGP Dire, 1FPurchasing and Risk Management Date / L' 2.7/ a E & LL Trucking By PRINT NAME / Phone# ( /U -9'q /' C/V'��