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HomeMy WebLinkAboutBID - 7117 PFA AND CITY BOARD-UP SERVICESCity Financial Services of Purchasing Division 215 N. Mason St. 2"' Floor 6rt Collins PO Box 580 Fort Collins, CO 80522 970.221.6775 P U rch a S i n�_,d-970.221.6707 fcgov. com/purchasing REQUEST FOR PROPOSAL 7117 PFA and City Board -Up Services The City of Fort Collins (City) on behalf of the Poudre Fire Authority (PFA) is soliciting proposals from qualified contractors for Board -Up Services in the Poudre Fire Authority response District. Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), April 28, 2010. Proposal No. 7117. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. A pre -proposal meeting has been scheduled for Friday April 9, 2010, 3:00 pm at 215 North Mason Street, Community Room, Vt floor, northeast corner. Please enter via the door on the north side of the building. Parking is available in the lot on the north side of the building, or in the parking structure on the southeast corner of Mason and LaPorte. Questions concerning the scope of the project should be directed to Project Manager Tom DeMint, (970) 566-2247. Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, C.P.M., Buyer, (970)416-2247. A copy of the Proposal may be obtained as follows: Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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 over the 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. B.4 REFERENCE LISTING: Vendors shall furnish the names, addresses and telephone numbers of a minimum of three (3) firms or government organizations for which the vendor has provided similar services. Company Name Address Reference Telephone Number Project Name Value $ Company Name Address Reference Telephone Number Project Name Value $ Company Name Address Reference Telephone Number Project Name Value $ 10 6.5 REVIEW AND ASSESSMENT: Contractors will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any optional interview sessions. Max. Points Possible Evaluation Criteria and Location in proposal 15 1. Summary of Relevant Experience/Qualifications with similar projects (B.1.1) 25 2. Proposed Plan of Execution / Includes Environmental & EPP (B.1.2) 5 3. Key Personnel (B.1.3) 5 4. Employee Retention (B.1.4) 5 5. Sustainability Plan (B.1.5) 2 6. Subcontracting Relationships (B.1.6) 15 7. Contract Administration / Vendor Management (B.1.7) 5 8. Location / Equipment /Response Time (B.1.8) 5 9. Insurance Company Relationships (B.1.9) 5 10. Board Up Methods (B.1.10) 3 11. Penalties for Non -Compliance (B.1.11) 5 12. Electronic Surveillance Policy (B.1.12) 5 13. Response to Contract Provisions (B.1.13) 100 Total Number of Points 11 Reference Evaluation (Top Ranked Firm): The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this firm again? Did they show the skills required for the requested services? Timetable Did the contractor perform work in a timely manner? If a project schedule was developed, did the contractor meet the indicated deadlines? Completeness Was the firm responsive to client needs; did the firm anticipate problems? Were problems solved quickly and effectively? Was the original Scope of Work completed within the project Budget budget? Did the project meet the scope of work? Were any problems Job Knowledge encountered corrected quickly and effectively? CERTIFICATION I HEREBY CERTIFY THAT THE INFORMATION I HAVE PROVIDED IN THE PROPOSAL IS ACCURATE TO THE BEST OF MY KNOWLEDGE, AND THAT I AM DULY AUTHORIZED/EMPOWERED TO SIGN CONTRACTS ON BEHALF OF THIS COMPANY. COMPANY NAME YOUR NAME (PLEASE PRINT) TITLE 12 DATE 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. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of pages and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 4. Contract Period. [Option 2] This Agreement shall commence 200 and shall continue in full force and effect until , 200 , unless sooner terminated as 13 SA rev03/10 herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU 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. 5. 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. [Early Termination clause here as an option 6. 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 notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Copy to: Service Provider: City of Fort Collins City of Fort Collins Attn: Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort 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 right and remedy for such termination. 14 SA rev03/10 7. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit "A", consisting of pages, and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her 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. 9. 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. . 10. 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. 11. 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 Agreement. 12. 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. M1 SA rev03/10 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. 13. 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. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (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. 15. 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, 16 SA rev03/10 employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. 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 B, 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, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 17. 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. 18. 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. 17 SA rev03/10 19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. 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 e-Verify 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 18 SA rev03/10 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 arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. 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. 20. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. 19 SA rev03/10 Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management where renewal is a way of life ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney CITY OF FORT COLLINS, COLORADO a municipal corporation By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date: By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: (Corporate Seal) CORPORATE SECRETARY 20 SA rev03/10 EXHIBIT B INSURANCE REQUIREMENTS 1. 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. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle 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 damage claims of 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 for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work 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. Rev7/2009 21 Request for Proposals 7117 PFA and City Board -Up Services A.1 INTRODUCTION: The Poudre Fire Authority (PFA) and the City of Fort Collins (and in particular, Fort Collins Police Services) require professional services to secure and board up abandoned businesses, homes or properties to prevent further. damage or loss. The selected service provider will furnish all labor, materials, and equipment to safely and efficiently secure, board up, shore or brace these properties as necessary. Services are to be provided within one hour to the Poudre Fire Authority response district. Calls for assistance must be answered live or returned within five (5) minutes. This is to be a Zero -Cost Contract to the Poudre Fire Authority and to the City. PFA and the City are not to be invoiced for the cost of Board -Up Services. The Service Provider will provide Board -Up services regardless of the occupant's insurance coverage or ability to pay. The selected Service Provider will not offer, negotiate, propose, repair, or perform reconstruction work during the emergency phase of the incident. A.2 SCOPE OF WORK: Successful Service Provider(s) must have a valid Contractor's License to conduct business in Fort Collins and Larimer County. Copy of license to accompany bid proposal. 2. Successful Service Provider(s) must provide service 24 hours a day, 7 days a week, 52 weeks a year, at the convenience of the Poudre Fire Authority and the City. Successful Service Provider(s) must respond to notification first by a confirming phone call within five (5) minutes; and with arrival on scene by qualified Board -Up staff within sixty (60) minutes; and make any additional services required available within a timely manner. 4. Work completed is subject to final inspection/certification by the appropriate agency (i.e., PFA, City, County, State Health, etc) having oversight for compliance. 5. Only those openings as directed by PFA and/or the City will be secured. 6. Service Provider, when providing service which has been ordered, shall report to the PFA or City User Agency any condition which may require additional services. 7. Service Provider must keep ready supply of material for off -hour response. 8. Service Provider must have access to sufficient security fencing for up to one (1) acre perimeter. 9. Materials and work for Board -Ups A. Plywood sheet must be 1/2" C.D.X or OSB, unpainted. B. Standard Framing Studs shall be 2"x 4'x 8' C. Fasteners shall be 2" to 2 1/4" dry wall screws. D. Fixing must be on 6" centers. E. Sign postings as needed, no permit required. 10. Due care shall be exercised to avoid damage to existing improvements, facilities, adjacent property and real or personal property that is adjacent to areas to be boarded up. 11. Should work be performed by other firms within or adjacent to the limits of the services specified, or should work of any other nature be underway by other firms within the area of service, Service Provider shall cooperate with all such other firms so that any delay or hindrance to their work will be avoided. The right is reserved by PFA and the City to perform other services as additional work at or near the site. 12. Service Provider is responsible to furnish proper supervision for services that shall oversee and coordinate activities to ensure services are being performed promptly and fully. 13. Awarded Service Provider(s) will be required to observe a 24 hour waiting period from time of notification before contracting with the home or business owner for additional restoration services. 14. There is no guarantee to awarded Service Provider(s) of any minimum number of responses. At this time, the type and number of specific incidents which may be performed under the awarded contract are unknown. Due to the size of the PFA jurisdiction and the extensive nature of the operation, the potential for a significant number of incidents exists. For planning purposes, PFA estimates the need for 25-30 responses per year for fire -related calls. 15. All Service Provider responders shall have company identification and name badges. 16. Service Provider is to provide an itemized account of all hourly labor expense and direct expenses incurred to on each project to the PFA or City User Agency. A.3 COOPERATIVE PURCHASING: The City of Fort Collins encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions. To the extent other governmental jurisdictions are legally able to participate in cooperative purchasing endeavors, the City supports such cooperative activities. Further, it is a specific requirement of this Request for Proposal that pricing offered herein to the City and Poudre Fire Authority may be offered by the awarded Service Provider to any other governmental jurisdiction purchasing the same products in the Northern Colorado Front Range area (specifically Larimer and/or Weld Counties). The vendor(s) must deal directly with any governmental agency concerning the placement of purchase orders, freight charges for destinations outside of the Poudre Fire Authority area, contractual disputes, invoicing, and payment. Poudre Fire Authority and the City shall not be liable for any costs, damages incurred by any other entity. A.4 PERIOD OF PERFORMANCE: • PFA and the City are seeking to award to a single firm a one year Contract with up to four (4) one-year renewal options. These option years are at the sole discretion of the Poudre Fire Authority and/or the City of Fort Collins. 4 • The selected Service Provider shall be expected to sign the City's Services Agreement prior to commencing Services (see sample attached to this RFP). • The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews. A.5 CONTRACTOR OPERATING PROCEDURES: • PFA or the City will call the selected firm when the service is required. The selected firm will respond within the contracted time and perform the services as specified. The home/business owner will ultimately have the choice of using the contractor for further services for their requirement. Poudre Fire Authority and/or the City will no longer be responsible for any actions or activities once the initial board -up is complete. The Poudre Fire Authority consists of approximately 235 square miles in and around the City of Fort Collins, CO. In general, the district is bounded on the west by a line equal to Redstone Canyon, on the east by a line approximately four miles into Weld County, on the north by approximately Larimer County Road 60E, and on the south by Larimer County Road 30. The map below demonstrates the boundaries of the district. u I Propo �t .'a. r f y •"�*b s ed Y - - - —. i BPFA response area;in,blue i E 13 B.1 VENDOR QUESTIONS/DIRECTIVES: Your submittal must specifically address each of the questions that are listed below. The quality and detail of your responses will figure significantly in the overall evaluation of your submittal. Vendors are encouraged to give examples and provide additional information to support their compliance on each point. To standardize the format of all submittals, vendors are required to respond to all questions in the order given and to list the item number and restate the question prior to giving their answer. 1. Describe your relevant experience with the planning, organization, and implementation, of similar sized Board -Up projects. At a minimum, provide specific examples, their current status, and the estimated value of the contract, a contact person, phone number, and their email address. Please include details on any of the following Additional Services you have the capability to provide: • Site security: including temporary fencing, security personnel, site access control • Scene lighting • Temporary heating equipment • Temporary power • Water removal • Assistance to occupants in retrieving immediate needs (contents) that are not contaminated • Debris removal (including dumpsters and/or trucks) • Fans for drying • PODS or similar containers for temporary storage • Crime -scene cleanup; i.e., biohazard remediation (meth -lab cleanup) • Hazardous material response, including asbestos identification & abatement • On -site portable restrooms • Technical rescue and shoring, and structural engineering • Heavy equipment; i.e., skid steer, front end loader, cranes, etc • Victim assistance: temporary housing, emergency toiletries, etc. • Tree felling and removal • Cleaning and salvage of valuable items (books, paintings, clothing, etc...) 2. Describe your detailed Plan of Execution for PFA and City Board -Up Services. This plan shall include a minimum of the following: • Manpower available on a day-to-day basis • Detail the number of multiple dispatches your company has the capacity to handle. • Vendor management program which describes how your company's standard operating procedures will be consistently implemented, managed, audited and reported to PFA and/or the City. Provide an example of your reporting format. R • Training program which will include frequency and type of training on procedures, incident command training or certifications, safe operation of tools and equipment, and general job site safety. • Your process for the disposal, and/or recycling of board up materials 3. Include a list of key administrative and supervisory personnel you plan to assign to this project along with their resumes and/ or third party certifications. Discuss why you feel these individuals are the best personnel for PFA and the City's requirements. 4. Define the measures you have taken to retain employees. Such measures may include but not limited to: employee pay scale(s), benefit packages, vacation/sick/paid time off, etc. What is the average length of time an employee remains with your company? 5. Explain in detail your Sustainability Plan. This is to include as a minimum, your processes and procedures for the use of materials, equipment, vehicles, recycling of supplies, on Board -Up assignments; and also how you handle office waste. 6. Do you plan to subcontract portions of your work? Please discuss any subcontracting relationships that you have set up in responding to this request. Identify those segments of work that are subcontracted. How will you maintain and monitor your relationship with any subcontractors that you have identified as being a part of this response? 7. Explain in detail how you will effectively administer this contract. Take into account the following requirements: • For PFA and/or the City to track and administer this contract it will be necessary to receive an invoice or a service ticket for each job ordered or dispatched by PFA and/or the City. • Identify any third parties that may be invoiced and explain your process for invoicing them. In particular, tell us if you use the Xactimate system. • Do you have a single point of contact for all customer services related issues. If so, identify that individual and include their resume in your list of key personnel. 8. It may be necessary to make an on -site visit by PFA and/or City personnel to your office/dispatch center. In lieu of such a visit, please identify the following: • Location of office or dispatch center • Locations from which your personnel will be responding • Identify locations where you store or pickup your building materials • List the types of tools and/or equipment you normally respond with • Identify the structure or make up of your Board -Up crews. For example, are they typically carpenters, general laborers etc. And what is their typical experience level. For example, years of experience. • Anticipated response time to different areas of the City / District. • What follow-up provisions/procedures have been established by your company after the job has been completed? 9. Walk us through your process for working with insurance companies for board up activities. 10. Provide a description of your board up method. Include a description of the standard materials used including wood and fasteners as well as a diagram of how the material is installed. If effective, the method and materials recommended can be different than shown in Section A.2.10 above. 11. What provisions or penalties would you suggest PFA and the City implement for a vendor who becomes noncompliant with this contract? 12. Do you use electronic surveillance equipment or programs to monitor safety related dispatch radio calls? If so, explain how that information is utilized in your organization. 13. Do you have any Exceptions to any sections of the City's standard Services Agreement (sample attached)? If so, list them here. Vendors, when applicable, are to follow standards and recommendations of the United States Environmental Protection Agency EPP program, the Green Seal organization, and standards and practices specified by the U.S. Green Building Council, including the Leadership in Energy and Environmental Design (LEED) program. B.2 PREFERABLE PURCHASING (EPP) GUIDANCE AND PROHIBITIONS: The City defines Environmentally Preferable products and services as having a lesser or reduced effect on human health and the environment when compared with competing products and services that serve the same purpose. The City's EPP evaluation may extend to raw materials acquisition, energy consumption in manufacturing and transport, packaging, recyclability, waste disposal, and many other factors. B.3 CONSTRUCTION AND REMODELING CONTRACTING PROVISIONS: Vendor shall be responsible for obtaining any and all permits (including the cost thereof) required to perform this installation. The installation shall be in complete compliance with all applicable Building and Fire Codes. Poudre Fire Authority and the City shall at all times have the right to inspect the work and materials used in the construction of the improvements. The vendor shall furnish all reasonable aid and assistance required for the proper examination of the work and all parts thereof. Such inspection shall not relieve the vendor from the obligation to construct the improvements strictly in accordance with the approved plans and specifications or any approved modification thereof. PROTECTION OF PROPERTY: The vendor shall assume full responsibility and expense for the protection of all public and private property, structures, watermains, sewers, utilities, etc., both above and below ground, at or near the site or sites of the work being performed under the contract, or which are in any manner affected by the prosecution of the work or the transportation of men and materials in connection therewith. The Vendor shall give 0 reasonable written notice in advance to the Department of the City having charge of any property or utilities owned by the City and to other owner or owners of public or private property or utilities when they will be affected by the work to be performed under the contract, and shall make all necessary arrangements with such department, departments, owner or owners for the removal and replacement or protection of such property or utilities. METHODS OF OPERATION: Construction work started by the vendor on any unit of his/her contract must be continuously and actively prosecuted with an optimum complement of workmen and equipment to expedite completion in the shortest possible time. The Vendor shall organize to do this construction eight hours per day from Monday to Friday inclusive in each week, excluding legal holidays. All work shall be accomplished by workers proficient and experienced in the trades required and in an orderly and responsible manner in accordance with recognized standards and the plans and specifications. Premises shall be kept clean and neat. Materials, scrap and equipment not having further use at the site shall be promptly removed from the job site. Disposal of vendor's waste materials in the City's containers is prohibited unless prior permission has been granted. OSHA GUIDELINES: The vendor shall be familiar with and operate within the guidelines as set forth by the Occupational Safety and Health Act. For all operations requiring the placement and movement of the Vendor's equipment, vendor shall observe and exercise and compel his/her employees to observe and exercise all necessary caution and discretion so as to avoid injury to persons, damage to property of any and all kinds, and annoyance to or undue interference with the movement of the public and City / PFA personnel. All ladders, scaffolding or other devices used to reach the surface of objects not otherwise accessible, shall be of sound construction, firm and stable, and shall be maintained in good condition. All such equipment shall be moved onto the areas where they are required, placed, shifted where necessary, and removed from the areas in such manner as to provide maximum safety to persons and property and cause the least possible interference with the normal usage of such areas by the public and PFA and City personnel. ADDITIONAL REQUIRED INFORMATION: Z