SOLICITATION For 2015/2016 WEED and SNOW REMOVAL SERVICES in CITY OF FORT MORGAN, COLORADO May 18, 2015 Jared R. Crone Lieutenant, Police Department POLICE DEPARTMENT P.O. BOX 100 FORT MORGAN, COLORADO 80701 (970) 542-3932
SOLICITATION FOR RATES Police Department The is accepting Rate Schedules for 2015/16 Weed and Snow Removal Services until 4:00 p.m. (our clock) on Thursday, July 09, 2015 at City Hall located at 110 Main Street, Fort Morgan, Colorado 80701. If delivered, they are to be sent to 110 Main Street, Fort Morgan, CO 80701. If mailed, the address is PO Box 100, Fort Morgan, CO 80701. If faxed, they are to be sent to (970) 542-3968. Rate Schedules must be received at City Hall prior to 4:00 p.m. (our clock) on Thursday, July 09, 2015. All questions regarding this Solicitation should go to Jared Crone at (970) 542-3932. Questions must be in writing and can be e-mailed to jcrone@cityoffortmorgan.com or faxed to (970) 542-3946. The cut-off date and time for questions is June 23, 2015 at 9:00 a.m. It is the responsibility of the prospective Contractors to contact Jared Crone to verify receipt of questions. Based upon such inquiry, the City may choose to issue an Addendum. A copy of the Solicitation and associated documentation may be obtained as follows: 1. The City website at www.cityoffortmorgan.com 2. City Hall located at 110 Main Street, Fort Morgan
Police Department I. GENERAL All Rate Schedules must be properly signed by an authorized representative of the Contractor/Business with the legal capacity to bind the company to the contractual agreement. In addition, the submitter s authorized signature of the Rate Schedule assures the Contractor/Business understanding of the City s Procurement Policy. A copy of the policy is available upon request at the City Clerk s Office. Only Rate Schedules properly received will be accepted. Each Rate Schedule and applicable documentation as requested must be submitted in a sealed envelope, addressed to: PO Box 100 Fort Morgan, CO 80701 All Rate Schedules must be clearly identified on the outside of the envelope: 2015/2016 Weed and Snow Removal Services Attention: Jared Crone and bear the name of the Contractor/Business and address. Mailing/shipping Addresses: If a Bid is to be delivered via private currier, such as FedEx, UPS, etc., it must be sent to 110 Main Street, Fort Morgan, CO 80701. If a Bid is to be mailed via USPS, it must be sent to P.O. Box 100, Fort Morgan, CO 80701. II. TERMS AND CONDITIONS 1. From September 01, 2015 through August 2016, the, and more specifically, the Fort Morgan Police Department, occasionally requires weed and snow removal services that are deemed urgent and beyond the capabilities of in-house resources. 2. The City intends to create a roster of qualified Contractors willing to contract with the on an as needed basis for the removal of weeds, snow, or both and to establish in advance the rate of compensation for such services. 3. Based on the response to this Solicitation and Contractor s commitment to future rates, the City may retain the roster through August 2018. 4. All submittals must be made on the required Rate Schedule. All blanks spaces for Rates must be filled in, printed in ink or typewritten, and the Rate Schedule must be fully completed and executed when submitted. Only one copy of the Bid Form is required. Should a Contractor desire not to submit a rate for a specific service or year he/she shall place N/A in the appropriate column. 5. No minimum amount of work is implied or guaranteed under this Solicitation. 1
Police Department 6. By seeking Rates from Contractors, the City does not represent that it will utilize the Contractor's services or guarantee that the Contractor s services will be used any number of times over the course of the year. 7. Contractors placed on the roster will generally be ranked in order of rate per unit of hour for the service needed. The City reserves the right to take into account responsiveness as well as past performance in determining which Contractor will be contacted first and given the opportunity to perform the work. Depending on the project requirements and availability of the Contractors, the City will proceed down the roster as necessary until a Contractor is obtained for the service. 8. Contractors who are placed on the roster and who undertake the work will be required to perform services pursuant to the terms described herein. 9. The City shall retain the right to remove any Contractor from the roster if the Contractor fails to meet and maintain the terms described in this solicitation or fails to provide services that meet the standards set in the industry within the demands and time constraints established by the City for the project. 10. Contractor must provide phone numbers where employees can be reached at all times. The inability to make contact with Contractor within a reasonable amount of time is cause for the City to use other Contractors on the roster. 11. Contractors shall list in the Rate Schedule prices in hourly units for various services offered related to weed and snow removal, inclusive of the following: management, operators, tools, supplies, equipment, labor necessary to ensure timely performance of the required service and removal and disposal of weeds, grass, snow, tree limbs, etc. The Contractor shall be responsible for the fuel and servicing of all Contractors equipment; this will not be provided by the City. 12. A specific response time shall be required, including mobilization: a. A forty-eight (48) hour response time for weed, refuse, and tree; and b. A twenty-four (24) hour response time for snow removal. 13. Contractor shall be knowledgeable and comply with all federal, state, and local laws, rules, regulations and ordinances that may be applicable to the operation of the equipment provided by Contractor for removal services. 14. No bid bond or performance bond will be required. 15. The City may make such investigations as it deems necessary to determine the ability of the Contractor to perform the work, and the Contractor shall furnish to the City all such information and data for this purpose as the City may request. 16. Invoice: Contractor shall invoice the City within ten (10) days of a completed service. The City shall make payment within thirty (30) days of receipt of invoice. 17. Independent Contractor: Contractor must be and remain an independent Contractor with 2
Police Department respect to all services performed under this solicitation. Contractor accepts full and exclusive liability for the payment of any and all contributions of taxes for social security, worker's compensation insurance, Medicare, unemployment insurance, or old age retirement benefits, pensions or annuities, now or hereafter imposed under any state or federal law, salaries or other remuneration paid to persons hired, including deposits of income tax withholding amount due, and it agrees to indemnify and save harmless the City from any claims for contributions, taxes or liability thereof. Contractor s employees shall not be deemed employees of City for any purpose and shall at all times be recognized as the Contractor's employees and work under Contractor's control and supervision. The Contractor s employees shall not acquire any rights or benefits provided for employees of. However, the Contractor's supervisors shall, in the performance of services herein requested, comply with the written or verbal instructions received from the Police Department. Supervisors shall then be directly responsible for transmitting this information to Contractor's employees. The Contractor and their personnel are required to adhere to all Federal, State and Local laws that apply to the provisions of the services under this Contract, as well as those laws that regulate the general public. 18. Provisions: By submitting a Rate Schedule the Contractor agrees to the following: a. Illegal Aliens: Contractor warrants that it does not knowingly hire or engage any illegal aliens or persons not authorized to work in the United States; it takes steps to verify that it does not hire or engage any illegal aliens or persons not authorized to work in the United States; and that any misrepresentation in this regard or any employment of person not authorized to work in the United States constitutes is material breach and shall cause for termination of its contract. b. Insurance: Contractor shall carry such public liability and property damage insurance that will protect them and the from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under this Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them. Contractor warrants and guarantees that it shall maintain adequate insurance with minimum limits of $1,000,000.00, for activities undertaken pursuant to this solicitation and meet the Insurance Certificate Requirements included with this solicitation. c. Workers Compensation: Contractor shall carry Workers Compensation insurance in amounts sufficient to cover those obligations imposed by the Workers Compensation Act of Colorado, and any other applicable laws for any employee engaged in the performance of work under this Solicitation. d. Indemnification: Contractor shall indemnify the City against all suits, claims, judgments, awards, loss, cost or expense (including without limitation attorneys fees) arising in any way out of the Contractor's performance or non-performance including but not limited to any injuries or damages received or sustained by any person, persons, or property on account of the performance of the Contractor or their employees should such Contractor perform work for the City pursuant to this 3
Police Department Solicitation for Rates. Contractor will defend at its sole expense all such actions with counsel satisfactory to City and will satisfy any judgment rendered against City in such action. 1 9. Insurance Certificates and Verification: Contractor must provide current Workman s Compensation Insurance verification and proof of liability insurance naming the City of Fort Morgan as an additional insured for h i m s e l f a n d a l l s u b c o n t r a c t o r s. 2 0. Law: All applicable laws, ordinances, and the rules and regulations of all author ities having jurisdiction over services of the Project shall apply to this solicitation throughout. 21. Choice of Law: Any action brought to enforce this solicitation shall be brought in the s t a t e c o u r t s o f C o l o r a d o w i t h v e n u e i n M o r g a n C o u n t y. 22. Nothing state within this Solicitation shall be considered a waiver of the City s immunity under the Colorado Governmental Immunity Act. A. Project Overview: III. SPECIFICATIONS The is seeking qualified Contractors to provide on-call services for weed and snow removal. There is no guaranteed work. The intent is to award this contract to multiple Contractors/Businesses. The selected Contractor(s) shall provide all management, tools, supplies, equipment and labor necessary to ensure timely performance of the required services on an as needed basis. No minimum amount of work is implied or guaranteed under this Solicitation. Contractors may submit a Rate Schedule for weed removal, snow removal or both. Contractor agrees by submitting its Rate Schedule that its Rates will remain in effect through August 2016. At the Contractor s election, he/she may include Rates that will remain in effect through August 2018. If the City obtains sufficient commitment for firm Rates through August 2018, it may choose not to solicit rates for these services in 2016/17 or 2017/18. B. Scope of Work and Work Schedule 1. Work Orders: This contract is for acquiring an on-call contractor for the removal of weeds or snow. When work is required to be performed, the City will select a Contractor according to criteria identified in the Terms and Conditions. Once the Contractor is selected, the Project Representative will notify the Contractor and issue a Work Order identifying the work to be completed within the City s right-of-way and/or on public or private property. 2. Scope: The Contractor shall mow, trim weeds (weed eating), trim trees, remove refuse on private property and/or remove snow and ice along public sidewalks that is not in compliance with Fort Morgan Municipal Code. 3. Period of Performance: The Period of Performance under this Solicitation shall commence upon the effective date of the Work Order. All work requested must be completed within: 4
Police Department a. A forty-eight (48) hour for weed, refuse, and tree; and b. A twenty-four (24) hour for snow removal. 4. No work shall be performed before 6:00 A.M. or after 10:00 P.M. any day, unless otherwise approved by the City Project Representative. 5. At the completion of each workday, the Contractor shall clean up all materials and leave the work site in a condition approved by the City Project Representative. C. Submittal Requirements. Submittal of the following completed forms is required in order for a Contractor s Rates to be considered: 1. Rate Schedule; 2. Workers Compensation Insurance verification; and 3. Proof of liability insurance. 5
Police Department The undersigned, having become familiar with the local conditions affecting the cost of the work, hereby proposes to furnish all the labor, materials, necessary tools, and equipment and all transportation service necessary to perform and complete in a workmanlike manner all of the work required in connection with this Solicitation. Furthermore, the undersigned certifies that its Rates as set forth in its Rate Schedule will remain in effect through August 2016, and at his/her own election, Rates that will remain in effect in 2016/17 and/or 2017/18. By submission of this Rate Schedule, the undersigned certifies, and in the case of a joint Rate Schedule, each party thereto certifies as to his own organization, that the following Rates have been arrived at independently, without consultation, communication, or agreement as to any matter relating to this Solicitation with any other Contractor or any competitor. RATE SCHEDULE Service Description 2015/16 Unit/Hourly Cost 2016/17 Unit/Hourly Cost 2017/18 Unit/Hourly Cost SUBMITTAL REQUIREMENTS (For information purposes only) Item Description Included with Bid 1. Completed and signed Solicitation for Rates 2. Current Workman s Compensation Insurance verification 3. Proof of liability insurance from a company or agency registered and approved by the State of Colorado 6
Police Department NOTE: Contractors should not add any conditions or qualifying statements to this Rate Schedule as otherwise the submittal may be declared irregular as being non responsive to the Solicitation for Rates. The following numbered Addenda have been received and the Solicitation, as submitted, reflects any changes resulting from those Addenda(s): Addendum Number Date of Addendum Date Received The undersigned, having become familiar with the local conditions affecting the cost of the work, and/or other documents, all of which are issued and attached and on file at City Hall, hereby bid and propose to furnish all the labor, materials, necessary tools, and equipment and all utility and transportation service necessary to perform and complete in a workmanlike manner all of the work required in connection with the construction of the items listed on the bidding schedule in accordance with the plans and specifications as prepared by the, for the sums set forth in the Rate Schedule. SIGNED: TITLE: PRINTED NAME: FIRM: ADDRESS: CITY: STATE: ZIP: DATE: TELEPHONE NUMBER: FAX NUMBER: 7