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HomeMy WebLinkAboutBID - 6113 SNOW AND ICE REMOVALCityOf Financial Services Font Purchasing Diwsiotl 215 N Mason St 2 Floor Collins PO Box 580 Fort Collins CO 80522 970 221 6775 Purchasing 970 221 6707 (cgov com/purchasing INVITATION TO BID 6113 Snow and Ice Removal BID OPENING 3 00 P M (our clock), September 22, 2008 Sealed bids will be received and publicly opened at the office of the Director of Purchasing and Risk Management PO Box 580 215 North Mason St 2nd floor Fort Collins Colorado 80522 at the time and date noted on the bid�roposal and/or contract documents If delivered they are to be sent to 215 North Mason Street 2" Floor Fort Collins Colorado 80524 If mailed the address is P O Box 580 Fort Collins 80522-0580 Bids must be received at the Purchasing Office prior to 3 00 p m (our clock), September 22,2008 Questions concerning the scope of the bid should be directed to Project Manager Neal Jaspers(970) 221-6654 or Polly Laundson (970)221-6399 Questions regarding bid submittal or process should be directed to John Stephen CPPO CPPB Senior Buyer (970) 221-6777 A copy of the Bid may be obtained as follows Download the Bid from the Purchasing Webpage Current Bids page at http //fcgov com/eprocurement Come by Purchasing at 215 North Mason St 2nd floor Fort Collins and request a copy of the Bid Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement Bids maybe withdrawn up to the date and hour set for closing Once bids have been accepted by the City and closing has occurred failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening The City may also pursue any remedies available at law or inequity Bid prices must be held firm for a period of forty-five (45) days after bid openings Submission of a bid is deemed as acceptance of all terms conditions and specifications contained in the City's specifications initially provided to the bidder Any proposed modification must be accepted in writing by the City prior to award of the bid Only bids properly received by the Purchasing Office will be accepted All bids should be clearly identified by the bid number and bid name contained in the bid proposal No proposal will be accepted from or any purchase order awarded to any person firm or corporation in default on any obligation to the City where renewal is a way of life 00500 SERVICES 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 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 attached hereto and by this reference made a part hereof The conditions set forth herein shall apply to all services performed by the Service Provider on behalf of the City The City shall notify Service Provider verbally via email or fax 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 Service Provider 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 Service Provider If upon arrival at the work location the Service Provider finds that any or all of the work assigned has been or is being accomplished by others the Service Provider shall leave the location and immediately notify the City Representative 2 Time for Completion The services described herein shall be completed by the Service Provider within forty-eight (48) hours after receiving notification to proceed 3 Changes in the Work The City may at any time during the term of a particular work assignment and without invalidating the Contract make changes within the general scope of the particular work assignment and the Service Provider agrees to perform such changed work 4 Materials. Equipment and Labor The Service Provider undertakes and agrees to furnish and pay for all materials supplies labor transportation equipment tools services and supervision necessary to perform any services hereunder Exception is when the vendor is operating City provided equipment 5 Contract Period This Agreement shall commence upon signing and shall continue in full force and effect until September 15 2009 unless sooner terminated as herein provided In addition at the option of the City the Agreement may be extended for an additional four year period Pricing changes shall be negotiated by and agreed to by both parties and may use the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office 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 Service Provider is failing to prosecute the work in a manner which will assure timely completion or that the Service Provider 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 Service Provider from further participation in the Snow and Ice Removal Program should the City determine that the Service Provider repeatedly fails to complete the work within the time required 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 Service Provider whatsoever and the Service Provider 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 penods 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 wnting by the parties All notices provided under this Agreement shall be effective when mailed postage prepaid and sent to the following addresses City Service Provider City of Fort Collins Purchasing P O Box 580 Ft Collins CO 80522 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 nght and remedy for such termination 8 Payments (A) The City agrees to pay and the Service Provider 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 and by this reference made a part hereof (B) The Service Provider shall submit invoices on the City's form entitled Snow and Ice Removal Billing Instruction and Invoice Form attached hereto as Exhibit C and by this reference made a parthereof 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 Representative 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 Service Provider in a satisfactory manner and upon the Service Provider 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 there 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 ansing under the Agreement without the prior written consent of the City 12 Acceptance Not Waiver The City's approval or acceptance of or payment forany 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 Agreement 13 Warren (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 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 nonconformance s in design materials and workmanship for a penod 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 nonconformance 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 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 Citys 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/Severabdity 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 20 Prohibition Against Employing Illegal Aliens Pursuant to Section 8-17 5-101 C R S at seq Service Provider represents and agrees that a As of the date of this Agreement 1 Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement and 2 Service Provider will participate in either the e-Verify 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 e-Verify Program ) or the Department Program (the Department Program ) an employment verification program established pursuant to Section 8-17 5-102(5)(c) C R S in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement b Service Provider 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 Service Provider is prohibited from using the a-Venfy Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed d If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Service Provider shall 1 Notify such subcontractor and the City within three days that Service Provider 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 Service Provider 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 e Service Provider 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 f If Service Provider 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 Service Provider shall be liable for actual and consequential damages to the City ansing out of Service Provider's violation of Subsection 8-17 5-102 CRS g The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach THE CITY OF FORT COLLINS COLORADO BY James ONeill II CPPO FNIGP Director of Purchasing and Risk Management Date COMPANY NAME By PRINT NAME Phone # 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 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 Employers 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 subcontractors insurance Bids must be furnished exclusive of any federal excise tax wherever applicable Bidders must be properly licensed and secure necessary permits wherever applicable Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities The City may elect where applicable to award bids on an individual item/group basis or on a total bid basis whichever is most beneficial to the City The City reserves the right to accept or reject any and all bids and to waive any irregularities or informalities Sales prohibited/conflict of interest no officer employee or member of City Council shall have a financial interest in the sale to the City of any real or personal property equipment material supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority overthe services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift gratuity favor entertainment kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Freight terms unless otherwise noted all freight is F O B Destination Freight Prepaid All freight charges must be included in prices submitted on proposal Discounts any discounts allowed for prompt payment etc must be reflected in bid figures and not entered as separate pricing on the proposal form Purchasing restrictions your authorized signature of this bid assures your firms compliance with the City s purchasing restrictions A copy of the resolutions is available for review in the Purchasing Office or the City Clerk s Office Request Resolution 91-121 for cement restrictions Collusive or sham bids any bid deemed to be collusive or a sham bid will be rejected and reported to authonties as such Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid Bid results for information regarding results for individual bids send a self-addressed self -stamped envelope and a bid tally will be mailed to you Bid results will be posted in our office 7 days after the bid opening James B O Neill II CPPO FNIGP Director of Purchasing and Risk Management BID PROPOSAL BID #6113 SNOW & ICE REMOVAL CITY SIDEWALKS, STREETS AND PARKING LOTS BID OPENING September 22, 2008, 3 00 p m (our clock) We hereby enter our bid for the City of Fort Collins requirements for Snow and Ice Removal per the bid invitation and any referenced specifications ATTENTION SPECIAL INSTRUCTIONS PLEASE NOTE The Service Agreement that is included with the bid documents will become your contract Please sign it and check below if you want a copy of your service agreement after the bid is awarded and signed by the City Please provide an e-mail address and the signed copy will be e- maded to you Please send my company a copy of the Service Agreement E mail address EXHIBIT A SCOPE OF WORK The work consists of furnishing any equipment and labor deemed necessary on call by the City Streets Department or Neighborhood Services 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 snowdepthis2 ormore(730am-830am 1200pm-100pm 430pm-6pm)oras 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 or Neighborhood Services 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 2 The City is requesting an hourly cost to provide equipment operators to operate a vanety of snow removal equipment including but not limited to small and large articulated tractors skid steers and the like Vendors must be experienced to operate the equipment and the City reserves the right to approve and remove vendors without cause Vendor must provide liability insurance for property including the responsibility to reimburse the City for damages to City equipment due to unreasonable use or negligence by the operator 3 Vendor must be able to provide the equipment bid and a qualified operator Sunday through Saturday (24/7) at any time within two hours 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 4 Material from any site maybe hauled to various dump sites located around the City as directed by the City Representative Other City departments may use this bid 5 All Truck Drivers must have a valid CDL license and all operators must be qualified to operate the equipment Any person (contractor) who operates a commercial motorvehicle as defined in §382 107 in intrastate or interstate commerce and is subject to the commercial driver's license requirement of 49 CFR part 383 must be included in an alcohol and controlled substances testing program under the Federal Highway Administration s rule Documentation of proof must be submitted with this bid prior to performing work for the City of Fort Collins 6 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 required by City Representative 7 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 The Cityreserves the right to terminate contract with a vendor for not performing in a professional SAFE courteous and efficient manner 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 9 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 10 At no time whatsoever shall the driver be considered or become a City employee 11 The City will not guarantee hours Vendors will be used on an as -needed basis depending on needs availability and type of equipment 12 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 13 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 14 At the option of the City the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and will use the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office as a guide Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract end 15 The City does not intend to award to one vendor but will issue multiple awards 16 Vendors that are completing sidewalk snow abatements must 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 before and after pictures to the City representative using either Adobe Photo Delux or Camedia software All digital photos provided are the property of the City Qualification of Vendor The City may make such pre -award survey as it deems necessary to determine the ability of the vendor to perform the work and the vendor shall furnish to the City all such information and data as is reasonably required for this purpose The City reserves the right to disqualify any bid if the evidence resulting from the City s investigation shows in the opinion of the City that the vendor is not properly qualified to perform the work described herein The vendor shall submit a list of equipment that will be made available to accomplish the work and shall be prepared to have equipment inspected and approved by the Citys Representative The award will be made by the City to the lowest responsive and responsible vendor/s meeting the conditions of the Instructions to Bidder by equipment categories with the low vendor at the top of each category list and in consideration of the capacity and availability of each vendor The City reserves the right to accept or reject any or all bids and to waive any informalities and irregularities in the bids The number and types of vendors used during any single storm will depend upon bid prices prevailing snow and ice conditions site characteristics weather forecasts etc All factors noted will be considered on a storm -by -storm basis to determine which vendors are called The ideal vendor has the equipment flexibility to perform under various conditions AND who submits the lowest responsible bid Submittals Bidders must submit the following with your bid • Signed and dated Service Agreement • Completed bid schedule • Insurance information as specified in Exhibit D of the Services Agreement • Copy of alcohol and controlled substances testing program certificate 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 job Please attach an equipment list with cost for equipment and operator for equipment beyond this bid schedule Contractor Name 1 END DUMPS Capacity (yds) Number of Units Rate per Hour 2 TANDEM DUMP Capacity (yds) Number of Units Rate per Hour 3 SINGLE AXEL DUMP Capacity (yds) Number of Units Rate per Hour 4 WHEEL LOADER Capacity (yds) Number of Units Rate per Hour 5 MOTOR GRADER Capacity (hp) Number of Units Rate per Hour 6 OTHER LARGE (i a Ummog) Capacity Number of Units Rate per Hour 7 BACK HOE Capacity (hp) Number of Units Rate per Hour 8 SKID STEER Capacity (hp) Number of Units Rate per Hour Blade/Broom 9 SMALL TRACTOR Capacity (hp) Number of Units Rate per Hour Blade/Broom 10 OTHER SMALL EQUIPMENT(i e Walker Mower with blade Capacity (hp) Number of Units Rate per Hour Blade/Broom 11 WALK BEHIND SNOW BLOWER 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 $ 14 OPERATING CITY OWNED EQUIPMENT Rate per Hour $ EXHIBIT C CITY OF FORT COLLINS STREETS, PARKING LOTS AND SIDEWALK SNOW AND ICE REMOVAL BILLING INSTRUCTIONS AND INVOICE FORM VENDOR NAME ADDRESS (STREET & #; CITY STATE ZIP CODE [l►Pl6][e01:401 BILLED TO (CITY OF FORT COLLINS) LOCATION WORK DONE (DATE/S AND TIME/S) HOURS WORK ACCOMPLISHED ICEMELT MATERIAL USED INSTRUCTIONS PHONE NUMBER INVOICE DATE (IN POUNDS) CHARGE JOB NO CHARGE 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 amount oficemelt material used 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