OFFICE OF THE SUMMIT COUNTY SHERIFF 970-453-2474 fax 970-453-7329 REQUEST FOR PROPOSAL 2018 VEHICLE TOWING CONTRACT FOR SUMMIT COUNTY, COLORADO Release Date: November 3, 2017 Closing Date: November 24, 2017 @ 12pm Post Office Box 210 501 N. Park Street Breckenridge, Colorado 80424 INTRODUCTION: Office of the Summit County Sheriff is seeking qualified Bidders to submit proposals for the 2018 Vehicle Towing Contract. The Office of the Summit County Sheriff has in place a 2017 Vehicle Towing Contract which will expire on December 31, 2017. The successful Bidder or Bidders will be expected to begin providing vehicle towing services as specified in the scope of work beginning on January 1, 2018. The successful Bidder or Bidders will be expected to execute a services contract with Summit County no later than January 31, 2018. REQUEST The Office of the Summit County Sheriff is requesting written proposals from qualified Bidder or Bidders to perform vehicle towing and recovery services as defined in the scope of work. Bidder or Bidders will have the opportunity to clarify questions about the vehicle towing contract in person at the Summit County Justice Center on Wednesday, November 8, 2017 between 10am and 12pm. The Summit County Justice Center is located at 501 N. Park Avenue, Breckenridge, CO 80424 and the meeting place will be in the Office of the Summit County Sheriff at this location. No telephone calls will be accepted in regards to the contract or scope of work.
2 This request is for professional services. The term bid and Bidder refer to the rates provided in the proposal and the proposer, respectively. The term Vendor refers to the successful Bidder or Bidders awarded the project. CONTRACT DESCRIPTION The Office of the Summit County Sheriff as a necessary business practice tows and impounds vehicles within Summit County. The towing of vehicle typically is in one of three categories: vehicles from arrests and evidence seizures, vehicles found to be abandoned and other general public vehicles, and vehicle which are work vehicles of the Sheriff s Office and Summit County. The Vehicle Towing Contract establishes charges for the categories of towed vehicles which are charged to the owner of the vehicle upon retrieval from the Vendor. The Vendor agrees that no financial remuneration will be paid by the Sheriff s Office or Summit County for vehicle hookup, per mile, flatbed, storage or hourly rate for any vehicle. Vehicle unclaimed by an owner will be titled and sold to the Vendor for the amount of the outstanding charges. The Vendor selected must specify a charge and rate for each of the areas listed in the scope of work. The Summit County Sheriff and Summit County will enter into a negotiated contract with the successful Vendor for the scope of work described below. SCOPE OF WORK: The expected end product will be a vehicle towing contract for the period January 1, 2018 to December 31, 2018. The selected Vendor will be responsible for the following three categories of towing and to assign a charge and rate for each category: 1) Seized/Evidence Vehicles: Hookup Charge Per Mile Charge Flatbed Charge Storage Charge Hourly Rate (for difficult, unusual or backcountry tows) 2) Department/County Vehicles: Hookup Charge Per Mile Charge Flatbed Charge Storage Charge Hourly Rate (for difficult, unusual or backcountry tows) 3) General Public Vehicles: Hookup Charge
3 Per Mile Charge Flatbed Charge Storage Charge Hourly Rate (for difficult, unusual or backcountry tows) The successful bidder understands they are providing towing services for the calendar year 2018. The successful bidder understands the towing of abandoned vehicles is required and that no remuneration will be paid by the Sheriff s Office. The towed abandoned vehicle will be sold to the tow company in exchange for towing and storage charges. The successful bidder understands the Sheriff s Office works throughout all of Summit County and this includes remote and backcountry locations. The category for hourly rate pricing should list the costs under Hourly Rate for difficult, unusual, or backcountry tows. Be sure to include hourly rate and any mileage surcharge for all 3 categories of towing descriptions listed above. The successful bidder must have a secure fenced storage area available. The successful bidder must guarantee that response time will be as soon as possible after the call. The successful bidder must submit promptly and accurately prepared any invoices. The Sheriff s Office will randomly audit the successful bidder throughout the year to ensure the prices bid are the prices being charged. Summary of Requested Work (Vendor Responsibilities) 1. Work closely with the Office of the Summit County Sheriff to ensure towing services are available 24/7. 2. Work closely with the Office of the Summit County Sheriff to cooperate with a rotation call-out should one or more Vendor be selected. 3. Work closely with the Office of the Summit County Sheriff to maintain a consistent and timely 24/7 on-call service for towing requests. 4. Work closely with the Office of the Summit County Sheriff to resolve towing disputes between citizens and the Vendor. 5. The Vendor will provide a secure fenced storage area in good condition and function. 6. The Vendor will provide promptly submitted and accurately completed invoices. 7. The Vendor will cooperate with any audit conducted by the Office of the Summit County Sheriff or Summit County into the management of the contract. NEWS RELEASES:
4 Summit County will post a public notice of this request for proposal. CONTRACT SCHEDULE: Event Date Release RFP November 3, 2017 Pre-Bid Conference (held in Summit County) November 8, 2017 Held in the Summit County Justice Center 10am-12pm (noon) Attendance is not required to submit a bid Bids Due Bids Opened November 24, 2017 12pm November 24, 2017 3pm Negotiation of Contract Week of November 27, 2017 PROPOSAL FORMAT: The proposal document has been provided. The proposal must be made on the Office of the Summit County Sheriff document titled Invitation to Bid. Pages of the proposal shall be typed or legibly handwritten and single sided. The proposal must be signed and dated. A statement up to one page may be added to the proposal describing the qualities of the Bidder and ability to satisfy the requirements of the Vendor Responsibilities described above. The invitation to bid must be sealed inside an envelope and the exterior of the envelope clearly marked Tow Bid 2018. PROPOSAL SUBMITTAL: One original Invitation to Bid shall be submitted to the address below and received no later than 12pm on November 24, 2017. Proposals received incomplete or late, for any reason, will not be reviewed. The proposal shall be delivered to: Office of the Summit County Sheriff Attn: Sheriff Jaime FitzSimons 501 North Park Avenue PO Box 210 Breckenridge, CO 80424 Any questions or comments shall be directed in writing to Joel Cochran, Undersheriff, Joel.Cochran@SummitCountyCO.Gov SELECTION PROCEDURE: The selection procedure will involve one qualification-based review by Summit County. By submitting your statement of proposal for this project, you agree to the qualificationsbased selection process and understand and accept that the decision resulting from the selection process if final. You will be notified in writing of the outcome of our decision.
5 The Evaluation Committee will evaluate the Bidder based on the submitted proposals and determine which Bidder is best qualified for this contract. Upon approval of the selection, County Manager will negotiate an agreement with the selected Vendor: Scoring Component Cost and Pricing Experience Competence of vendor responsibilities Performance record and references Overall impression of proposal ****************************************************************************** ****************************************************************************** INSTRUCTIONS FOR SUBMITTING PROPOSALS To be considered, all proposals must be submitted in accordance with these instructions. NOTE: THE FOLLOWING ARE GENERAL INSTRUCTIONS FOR SUBMITTING PROPOSALS. ADDITIONAL AND/OR CONFLICTING INSTRUCTIONS OUTLINED IN THE GENERAL SPECIFICATIONS IN THIS REQUEST FOR PROPOSAL (RFP) MAY SUPERSEDE THESE INSTRUCTIONS. A. ISSUING OFFICE The Office of the Summit County Sheriff is issuing this RFP for Summit County. B. PURPOSE This RFP is designed to provide prospective firms/teams sufficient information to enable them to prepare and submit proposals for consideration by Summit County. C. SCOPE This RFP contains the instructions for submitting proposals, the information to be included in the response and any mandatory requirements, which must be met to have the response, be eligible for consideration. D. WHO SHOULD RESPOND Summit County is hereby soliciting and contacting prospective firms who are known to do business relevant to this RFP. All interested firms are invited to submit a proposal in accordance with the specifications, procedures, dates and times as set forth herein. E. INQUIRIES Prospective firms may make written inquiries concerning this RFP to obtain clarification of the proposal requirements. A pre-proposal conference has been scheduled to clarify information contained within the RFP. All interested firms will be invited to attend at the date and time specified. Attendance is optional and not required to submit a bid. F. ADDENDUM OR SUPPLEMENT TO REQUEST FOR PROPOSAL
6 In the event that it becomes necessary to revise any part of this RFP, an addendum will be provided electronically to each firm who received the original RFP or, if applicable, only to those firms who attended the pre-proposal conference and have submitted their email addresses to the Office of the Summit County Sheriff. G. PROPOSAL SUBMISSION Your proposal must be received on or before the date shown on the RFP. Firms mailing their proposals must allow sufficient delivery time to ensure receipt of their proposals to the Office of the Summit County Sheriff on or before the time and date specified. The proposal package should be delivered or mailed to: Office of the Summit County Sheriff Attn: Sheriff Jaime FitzSimons 501 North Park Avenue PO Box 210 Breckenridge, CO 80424 One (1) proposal clearly marked TOW BID 2018 and the required INVITATION TO BID should be submitted in a sealed envelope(s) or container(s) with the name of the proposer s firm clearly shown on the top left hand corner of each envelope. Note: Proposals will not be accepted by facsimile machine. Typically, proposals consist of several pages of required documentation. The Sheriff and other County Officials will open the proposals at the specified time, tabulates their completeness and distributes them to members of the Evaluation Committee. Due to time schedules that have been preset with the committee members, it is suggested that the original proposal packages be delivered or mailed to the address described above. H. LATE PROPOSALS Late proposals will not be accepted. It is the responsibility of all firms to ensure that the proposal arrives in the office of the Emergency Management Department by, or prior to, the date and time specified in the RFP. I. SUMMIT COUNTY RIGHTS Summit County reserves the right to accept or reject all or portions of any or all proposals, to waive irregularities and technicalities, to re-advertise, or to proceed to provide the services otherwise, as it determines is in the best interest of Summit County. Summit County may, at is sole discretion, modify or amend any and all provisions herein. Summit County will not pay for any information herein requested, nor is it liable for any costs incurred those responding to this request. Summit County reserves the right to extend the proposal submittal deadline if it deems necessary. All changes and/or clarifications will be distributed to all firms indicating interest in the form of addenda. A list of firms and others who have been issued Request for Proposal documents will be made available upon request. Summit County reserves the right to award this agreement to the firm that demonstrates the best ability to fulfill the requirements for services. The successful firm will be chosen based on the qualifications, evaluation of submittals, and a possible interview. Summit County reserves the right to conduct such discussions or negotiations with such firms or other entities as it deems necessary to assist in the evaluation of any proposal, to secure
7 maximum clarification and completeness of any proposal, and select the proposal that best meets the requirements of Summit County and the public interest. J. PROPRIETARY INFORMATION Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Proprietary information submitted in response to this RFP will be respected in accordance with applicable Summit County Procurement Regulations. K. MATERIAL OWNERSHIP All material submitted regarding the RFP becomes the property of Summit County and will be returned to the proposing firm at the County s option. It will be the proposing firms responsibility to pick-up or pay for any returned materials submitted. Summit County reserves the right to use any or all ideas presented in reply to this RFP, subject to limitations outlined in (J) Proprietary Information. Disqualification of a RFP does not eliminate this right. L. INCURRING COSTS Summit County is not liable for any cost incurred by a firm in developing its proposal unless stated otherwise in the RFP. Awarded vendor(s) may elect to extend the resulting contract or price agreement, pricing, terms and conditions to any Colorado political subdivision, but is not obligated to do so. M. RFP CLOSING DATE All proposals must be received by the date and time specified in the RFP. In the event of an emergency situation (i.e., large snowstorm, tornado, etc.), which causes the Board of County Commissioners (BOCC) to close the Summit County offices, the Sheriff has the authority to reschedule the RFP closing date. All firms will be allowed to resubmit their proposals prior to the new date and time specified. N. INSURANCE The successful firm will be required to provide any or all of the following insurance coverage at its own expense and maintain such coverage for the duration of the contract: Standard Workers Compensation and Employer s Liability Insurance, including occupational disease, covering all employees engaged in the performance of work at the site. Comprehensive General Public Liability and Property Damage Insurance: Bodily Injury: $150,000 (per person) $600,000 (each occurrence) Property Damage: $600,000 (each occurrence) Comprehensive Auto Liability and Property Damage Insurance: Bodily Injury $150,000 (each person) $600,000 (each occurrence) Property Damage $600,000 (each occurrence) NOTE: THE COUNTY SHALL BE NAMED AS ADDITIONAL OR CO-INSURED ON THE INSURANCE CERTIFICATE. If Workers Compensation insurance is carried by the State Compensation Insurance Fund, evidence of such coverage shall be submitted on a certificate form or, if the insurance is by
8 private carrier, evidence shall be on certificate of insurance. Evidence of coverage shall be submitted to the Summit County Office of Emergency Management. Professional Liability (if applicable) must be commensurate with risks of services provided under the resulting award of contract. Errors and Omissions, which must be commensurate with risks of services provided under the resulting award of contract. O. CONFLICT OF INTEREST Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may arise if any public official exercises any substantial discretionary function in connection with a government contract, purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised Statutes (C.R.S.) Section 18-8- 308 as amended. P. EVALUATION PROCESS Committee An Evaluation Committee comprised of personnel from various Summit County departments (and, if applicable, other individuals the County chooses to be part of this committee) will evaluate all proposals received in a timely manner for completeness and the firm s stated ability to meet all specifications as outlined in the RFP. Disqualification Failure by a firm to provide all information requested in the RFP may result in disqualification of the proposal. General Evaluation Criteria Examples of evaluation criteria by which each firm s submitted proposal will be evaluated are as follows: Fee Schedule schedules, including reimbursements. Technical content of the proposal, methodology, understanding of and approach to the project. Previous background and experience of the firm relevant to this RFP. Workload. Consultants proposed for this project. Experience of staff assigned to this project. Estimated time required for completion of the project. Location of offices. References, including contact names and phone numbers. Completeness of response to RFP. Willingness of the firms to accept and negotiate under the conditions of the Summit County contract as submitted within this RFP and number/type of changes being requested. Information submitted by the vendor should be in the order as outlined in the RFP Requirements and must clearly address each item. Each item listed in the RFP Requirements will be given a numeric weight and will be evaluated and scored independently by each Evaluation Committee member.
9 The Evaluation Committee will determine based the submitted proposals which firm will be contacted to negotiate a contract. Negotiations The firm selected to negotiate a contract will meet with the Evaluation Committee at a specified date and time. The contract terms and conditions will be reviewed, discussed, negotiated and finalized for recommendation for approval by the County Attorney s Office, County Manager and BOCC. The attached Standard Form of Agreement Between Owner and Contractor will be used for this project and the selected firm/team must be willing to enter into and abide by the contract terms and conditions as presented therein. Any proposed changes to the attached contract, other than the completion of information that must be provided by submitting firms, must be clearly identified within the proposal submittal, along with the submitting firm s proposed alternative language and an explanation of the basis for the proposed change. Submitting firms are required to provide this documentation at the time of submittal. In the event a contract cannot be negotiated with the first firm selected, the Evaluation Committee will select a second firm to repeat the negotiation process, and a third firm, if necessary. Recommendation The objective of the Evaluation Committee will be to recommend the firm whose proposal is most responsive to Summit County s requirements while staying within the funds budgeted. The specifications within this RFP represent the minimum performance necessary for response by any interested firm. Upon recommendation by the Evaluation Committee and the Department Head, the contract will be presented to the BOCC at a scheduled public agenda meeting for approval. All required signatures, as well as approval by the Budget Office, must be obtained prior to submittal for approval. All contractual documentation will become public information, according to C.R.S., Title 24, Article 72, for public (open) records, upon recommendation to the BOCC. Q. AWARD A Notice of Award will be issued to the successful bidder. Any final documentation necessary to complete the contract requirements will be requested at that time (i.e., Performance Bond, original Certificates of Insurance) and the firm will be given ten (10) days from date of the Notice of Award to acknowledge and comply with these requirements. Final negotiation of the contract must occur within ten (10) days of Summit County s issuance of a Notice of Award. Failure to comply with the requirements of the Notice of Award may result in the termination of the contract. The contents of the proposal by the successful firm will become a part of the contractual obligation if a Notice of Award action ensues. Failure by the successful firm to accept the obligations specified in a purchase order, contract or similar acquisition instrument shall result in cancellation of the award and loss of any Bid Security. Such firm may be restricted from future solicitations for a minimum period of one (1) year. Once all required documentation is received, a fully executed copy of the contract will be sent to the successful firm.
10 R. Prohibitions on Public Contract for Services. A. The successful bidder shall not knowingly employ or contract with an illegal alien to perform work under the Contract; or enter into a contract with a subcontractor that fails to certify to the successful bidder that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the Contract. B. The successful bidder shall verify or attempt to verify through participation in the Basic Pilot Verification program, as administered by the United States Department of Homeland Security, that the Contractor does not employ any illegal aliens. If the successful bidder is not accepted into the Basic Pilot Verification Program prior to entering into the Contract, the successful bidder shall apply to participate in the Program every three months until the successful bidder is accepted or the Contract has been completed, whichever is earlier. Information on applying for the Basic Pilot Verification Program can be found at: https://www.vis-dhs.com\employerregistration C. The successful bidder shall not use the Basic Pilot Verification Program procedures to undertake pre-employment screening of job applicants while the Contract is being performed. (1) If the successful bidder obtains actual knowledge that a Subcontractor performing work under the Contract knowingly employs or contracts with an illegal alien, the successful bidder shall be required to: Notify the Subcontractor and the County within three days that the successful bidder has actual knowledge that the Subcontractor is employing or contracting with an illegal alien; and Terminate the Subcontract with the Subcontractor if within three days of receiving the notice required pursuant to (C)(1)(a) of this Contract, the Subcontractor does not stop employing or contracting with the illegal alien; except that the successful bidder 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. (2) The successful bidder shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority. D. If the successful bidder fails to comply with any requirement of this section, the County may terminate the Contract for breach and the successful bidder shall be liable for actual and consequential damages.